order paper - · pdf fileorder paper notice is hereby given that meeting of the whanganui...

Council Meeting 4 July 2017

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ORDER PAPER

NOTICE IS HEREBY GIVEN that meeting of the Whanganui District Council will be convened at:

1.00pm on Tuesday, 4 July 2017 in the Council Chamber 101 Guyton Street, Whanganui

Prayer

Apologies

Declaration of Interest

Correspondence/Late Items/Additional Information

Confirmation of Minutes

Council Meeting – Annual Plan Submissions –16/17 May 2017 .............................. 5

Council Meeting – Annual Plan Deliberation – 30 May 2017 ................................... 5

Council Meeting – 7 June 2017 ................................................................................. 5

Items Page Ref

1. Iwi Engagement ............................................................................................... 6 A1 - A2

2. Government Consultation Update ..................................................................16 B1 - B2

3. Governance Review .........................................................................................234. Revocation of Reserve Status of part Durie Hill Bowling Club Land –

Windsor Terrace ..........................................................................................255. Actions Arising from Previous Minutes ...........................................................26


Minutes of Committees for Adoption / Receipt

3.30pm Youth Committee – 22 May 2017 .............................................................................. 28Strategy and Finance Committee – 25 May 2017 ..................................................... 28Audit and Risk Committee – 29 May 2017 ................................................................ 28Statutory Management Committee – 22 May 2017 ................................................. 28Infrastructure and Special Projects Committee – 6 June 2017 ................................. 29Wanganui Rural Community Board – 21 June 2017 ................................................. 29

Motion to Exclude Public ......................................................................................... 30

Adjournment to allow removal of live streaming equipment

Confidential Items

6. Whanganui District Council Holdings Limited Report ..................................... 327. Rates Remission .............................................................................................. 34 C

8. Request to Remove Caveat .............................................................................. 419. Actions Arising from Previous Minutes ........................................................... 4210. Chief Executive Report ..................................................................................... 44

Motion to Reopen the Meeting to the Public ........................................................ 45

Kym Fell

Chief Executive

______________________________________________________________________________


Terms of Reference:

To carry out the leadership functions including advocacy and facilitation on behalf of thecommunity

To exercise all non-delegated functions and powers of the Council

To make decisions which are required by legislation to be made by resolution of the localauthority

To determine all financial matters not delegated

To authorise all expenditure not delegated to staff or other committees

To consider any matters referred to it from any of the Standing Committees

To receive reports from the Audit and Risk Committee

To receive reports from Whanganui and Partners Board

To receive reports from Whanganui Holdings Board

To receive reports from Iwi partners

To receive reports from the Youth Committee

To develop and approve the Long-term Plan including any amendments and Annual Plansand associated policies, to hear submissions and approve the final plan

To approve Plan Changes for notification and make decisions in respect to District Planmatters.

Procedural matters:

Delegation of Committee powers

Adoption of Standing Orders

Confirmation of all Standing Committee minutes

Employment of the Chief Executive, setting of the Chief Executive’s performance targetsand review of the Chief Executive’s Performance and Remuneration (in accordance withEmployment Agreement)

Other delegations

Items of business not on the agenda which cannot be delayed

Items not on the agenda may be brought before the meeting through a report from either the chief executive or the Chairperson. The meeting must resolve to deal with the item and the Chairperson must explain at the meeting when it is open to the public the reason why the item is on the agenda and the reason why the discussion of the item cannot be delayed until a subsequent meeting. Refer to Standing Order 9.11.

Note: nothing in this standing order removes the requirement to meet the provisions of Part 6, LGA with regard to consultation and decision-making.

Discussion of minor matters not on the agenda

A meeting may discuss an item that is not on the agenda only if it is a minor matter relating to the general business of the meeting and the Chairperson explains at the beginning of the public part of the meeting that the item will be discussed. However, the meeting may not make a resolution, decision or recommendation about the item, except to refer it to a subsequent meeting for further discussion. Refer to Standing Order 9.12.

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Whanganui District Council

Mayor Hamish McDouall (Chair), Deputy Mayor Cr Jenny Duncan, Crs Charlie Anderson, Philippa Baker-Hogan, David Bennett, Josh Chandulal-Mackay,

Murray Cleveland, Helen Craig, Kate Joblin, Hadleigh Reid, Alan Taylor, Rob Vinsen and Graeme Young.

Wanganui Rural Community Board appointee – David Matthews

Prayer Apologies Declarations of Interest

Elected Members will be provided with the opportunity to declare any disclosable pecuniary or other non-pecuniary interest in any matter to be considered at this meeting, or declare any new conflicts that have arisen since last completing the Elected Members’ Interests Register.

Correspondence/Late Items/Additional Information

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Confirmation of Council Minutes –16/17 May 2017 (Annual Plan 2017/18 Submissions) Recommendation to Council

THAT the minutes of the Whanganui District Council meeting held 16/17 May 2017 are confirmed.

Confirmation of Council Minutes – 30 May 2017 (Annual Plan 2017/18 Deliberations) Recommendation to Council

THAT the minutes of the Whanganui District Council meeting held 30 May 2017 are confirmed.

Confirmation of Council Minutes – 7 June 2017 Recommendation to Council

THAT the minutes of the Whanganui District Council meeting held 7 June 2017 are confirmed.

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1. Iwi Engagement

Recommendation to Council

1.1 THAT the Iwi engagement information is noted.

1.2 THAT the unconfirmed minutes of the Tamaupoko Link hui held on 24 May 2017, are received.

1.3 THAT the unconfirmed minutes of the Tupoho Working Party hui held on 14 June 2017, are received.

Louise Davies, Governance Services Officer, reports: “Executive summary

This report outlines Council’s recent engagement with Iwi. Background

Formal relationships exist between the Council and Te Rūnanga O Tupoho and Te Rūnanga O Tamaupoko, with regular hui scheduled throughout the year that focuses on all levels – political, social, economic and environmental – for the benefit of all of Whanganui. The following hui have been held and matters discussed. Tamaupoko Link

Wednesday, 24 May 2017, at Whanganui District Council.

Suzanne Aubert canonisation.

Tripartite Agreement.

Resource Management Act (RMA) Commissioner re-accreditation.

Submissions to the Speed and Traffic Bylaw, and the draft Local Alcohol Policy.

Iwi representation – Whanganui and Partners.

Koiwi management.

Roading update.

Strategy and Policy update for Iwi engagement.

Next hui scheduled for 5 July 2017. The unconfirmed minutes of the Tamaupoko Link hui held on 24 May 2017 are attached (Ref A1).

Significance of decision – In terms of the Significance and Engagement Policy 2014, the recommended decision is not significant.

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http://www.wanganui.govt.nz/our-council/publications/policies/Documents/SignificanceandEngagementPolicy.pdf


Tupoho Working Party

Wednesday, 14 June 2017, at Whanganui District Council.

Reflecting Iwi/Council relationship – draft principles and scoping project.

Moutoa monument wording.

Te Tiriti o Waitangi workshop for Elected Members.

Welcoming Communities pilot project.

Wastewater project update.

Strategy and Policy update and development of framework for Iwi engagement.

Naming of Tenga Street.

Annual Hui scheduled for 26 July 2017.

The unconfirmed minutes of the Tupoho Working Party hui held on 14 June 2017 are attached (Ref A2).

Next Steps Regular engagement, and the continued development of partnerships with Iwi is considered significant in achieving the Council’s ‘Leading Edge’ vision.”

References – Agenda Attachments

A1 Unconfirmed minutes of the Tamaupoko Link hui held on 24 May 2017. A2 Unconfirmed minutes of the Tupoho Working Party hui held on 14 June 2017.

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Minutes of a Meeting of Tamaupoko Link held at 1.00pm on Wednesday, 24 May 2017, at Committee Room 2, Whanganui District Council, Municipal Building, 101 Guyton Street, Whanganui. ___________________________________________________________________________

Present: Richard Kingi (in the Chair), Cr Graeme Young (Co-Chair), Evelyn Broad, Moewai Hyland, Kataraina Millin, Rāwiri Tinirau, Sister Luciana, Theresa Begley, Peter Broad, Tumanako Haami, Toreheikura Puketapu, Koromatua Hamish McDouall, and Michael Dick (Wanganui Rural Community Board).

In Attendance: Kym Fell (Chief Executive), Bryan Nicholson (General Manager – Operations), Jonathan Barrett (Principal Planner), Rui Leitao (Senior Roading Engineer), Sandy Nepia (Pou Herenga/ Heritage and Community Services Manager), Nicholas Keene (Library Frontline Services Manager), Alex Staric (Policy Advisor Research and Engagement). Secretary: Louise Davies (Governance Services Officer).

Apologies: Daryn Te Uamairangi, Te Wheturere Poope (Bobby Gray), Sister Christina, Rex Begley, Crs Jenny Duncan, Alan Taylor, and Josh Chandulal-Mackay, Sarah Pomeroy (Communications and Marketing Manager), Scotty Moore (Department of Conservation) and David Wells (Wanganui Rural Community Board).

1. Mihi me Karakia/IntroductionsThe meeting was opened with karakia by Tumanako Haami. Richard Kingi advised that heand Cr Graeme Young would chair the meeting in the absence of Daryn Te Uamairangi andCr Alan Taylor. Around-the-table introductions were made.

2. Apologies

Committee’s Resolution Proposed by Daryn Te Uamairangi, seconded by Rāwiri Tinirau:

THAT the apologies (as listed above) are accepted. CARRIED

3. Confirmation of Minutes – 12 April 2017A copy of the minutes of the hui held on 12 April 2017, at Ruakā Marae, Rānana,Whanganui River Road, had been circulated with the agenda (Ref A).

Committee’s Resolution Proposed by Koromatua Hamish McDouall, seconded by Kataraina Millin:

THAT the minutes of the hui of Tamaupoko Link held on 12 April 2017 are confirmed.

CARRIED

REFERENCE A1

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Tamaupoko Link Minutes 24 May 2017

4. Matters Arising Actions arising from previous minutes had been circulated (Ref B). Discussion

Action No 115 – Relationship Review: Review had been completed by hapū and updates made. Document had been forwarded to the Chair, Te Rūnanga O Tamaupoko. Action No 125 – Reflecting Iwi Council relationships: A working group had been established to progress the draft Scoping Report, with an initial meeting scheduled for 7 June 2017. Additional representatives – Novena McGuckin and Rāwiri Tinirau – to join Daryn Te Uamairangi on the working group. Action No 157 – Suzanne Aubert canonisation: Project plan key tasks were underway and a discussion on the Communications Strategy had been undertaken. Koromatua Hamish McDouall reiterated that the Council’s role in terms of infrastructure was to focus on roading, and facilities on Whanganui River Road at such places as Atene, Rānana, Matahiwi and Hiruharama. He considered it still worthwhile to apply for funding through central government’s tourism infrastructure fund. It was reported that Ruapehu District Council (RDC) would be conducting an Accelerate25 workshop at Pipiriki on 20 May 2017. Kym Fell undertook to advise Adrian Dixon, Whanganui & Partners Manager, of the workshop. Action No 159 – Rubbish drop-off point: Clarification had been provided to John Maihi on this matter and it was expected that progress would be straight-forward. Action No 163 – Road counting device: Awaiting meeting of Mountains to Sea Cycle Trail Governance Board for request to be considered. Action No 164 – Atene internet connectivity: Matter being progressed. Action No 165 – Tripartite Agreement: Kym Fell advised that he had raised the proposal for a Tripartite Agreement with Ruapehu District Council (RDC) but had received no response. It was confirmed that the matter was to be raised by Te Rūnanga O Tamaupoko members at its meeting with RDC on 29 May 2017 as there were considerable benefits to having an agreement between both councils and Te Rūnanga O Tamaupoko, not only for future development on the Whanganui River, but also for residents of Pipiriki who lay within the RDC boundary. Action No 169 – RMA Commissioner re-accreditation: Accreditation of RMA Commissioners, Ramari Te Uamairangi and Jenny Tamakehu expires December 2017. Arrangements have been made for both Commissioners to be re-certified in August 2017 with a five-year term. Action No 170 – Recycling: To be followed up.

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Action No 171 – Speed and Traffic Bylaw/draft Local Alcohol Policy: Members of Te Rūnanga O Tamaupoko were strongly encouraged to submit on the Speed and Traffic Bylaw. It was expected that public consultation would be undertaken 12 June – 12 July 2017.

Although intended, a submission on the draft Local Alcohol Policy (LAP) had not been forwarded by the rūnanga. Koromatua Hamish McDouall briefly reported on the considerable community response and submissions to the draft LAP. Action No 172 – Iwi representation - Whanganui & Partners: Although consideration had been given to augmenting the Whanganui & Partners Board, Koromatua Hamish McDouall asked for patience to allow the new Board time to settle. An update would be provided at a future meeting. Koiwi management: It was requested that this matter be reinstated as an action and a hui scheduled with representatives of Ngā Tāngata Tiaki, Te Rūnanga O Tamaupoko, and Whanganui District Council to initiate a discussion. ACTION: Bryan Nicholson

5. Roading update Rui Leitao, Senior Roading Engineer, tabled an update on roading and spoke to his report.

Mr Leitao was alerted to road safety concerns with minor slips at Oyster Bluff and a blind spot on the northern side of Atene.

6. Strategy & Policy Update Alex Staric, Policy Advisor, Research and Engagement, reports:

“Introduction The purpose of this report is to provide Tamaupoko Link members with the following policy update. The Whanganui Iwi Engagement Policy Snapshot as of May 2017 is tabled (Ref C). This snapshot provides an opportunity for Iwi Engagement at an early stage of the strategy, policy and regulatory work that Council intends to start, progress, and complete over the current 10-Year Plan period. These policies strategically link to the Whanganui Leading Edge Strategy.”

References – Agenda Attachments C Whanganui Iwi Engagement Policy – May 2017

Discussion

In light of the priorities for engagement as applied by Te Rūnanga O Tamaupoko to the Trading in Public Places Bylaw; Natural Burial and conditions; and the TAB Venue Policy and Gambling Policy review, it was proposed that a meeting be scheduled to discuss the documents. Suitable dates to be forwarded. ACTION: Alex Staric

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7. Any other general business Hunting & Wild Food Festival: Koromatua Hamish McDouall acknowledged the manaakitanga he experienced when attending the recent festival held at Hiruharama in May 2017. He considered that there was great potential for the festival to grow, especially in international terms, but suggested that this be done prudently. Annual Plan 2017/18 – Wastewater Connection Charge: Rūnanga members voiced their strong opposition to the proposed $50 fixed charge to properties not connected to the wastewater network outlined in the draft Annual Plan 2017/18. Koromatua Hamish McDouall outlined the fundamental concept of the proposed charge but admitted that its reasoning had been poorly explained. Deliberations on the proposed Annual Plan 2017/18 would be undertaken on 30 May 2017. Filming: Filming activity in the District had been busy with the documentary ‘Set in Stone’ by Double Farley Creative Industries featuring in the International Documentary Film Festival, and a movie production of Aoteoroa by Tainui Stevens about to commence with use of drone footage.

8. Next Hui The next Tamaupoko Link hui will be held on Wednesday, 5 July 2017, at Ngā Tāngata Tiaki

o Whanganui, 357 Victoria Avenue, Whanganui. The meeting closed at 1.55pm with karakia whakamutunga.

* * * * *

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Minutes of a Hui of the Tupoho Working Party held at 3.35pm on Wednesday, 14 June 2017, in Committee Room 2, Whanganui District Council, Municipal Building, 101 Guyton Street, Whanganui ________________________________________________________________________

Present: Cr Jenny Duncan (in the Chair), Ken Mair (Co-Chair), Mariana Waitai, Beryl Miller, Huia Kirk, Jill Sheehy, Koromatua Hamish McDouall and Cr Kate Joblin.

In Attendance: Whanganui District Council Officers – Kym Fell (Chief Executive), Bryan Nicholson (General Manager – Operations), Leighton Toy (General Manager – Property), Jonathan Barrett (Principal Planner), Sarah Pomeroy (Communications and Marketing Manager), Lauren Tamehana (Safer Whanganui Project Leader), and Alex Staric (Policy Advisor – Research and Engagement). Secretary: Louise Davies (Governance Services Officer).

Apologies: Hone Tamehana, Cr Murray Cleveland, Greg Anderson (Director, Sarjeant Gallery), Sandy Nepia (Pou Herenga/Heritage and Community Services Manager), Cr Nicola Patrick (Horizons Regional Council); and John Maihi and Cr Kate Joblin (for lateness).

1. Karakia/Welcome/IntroductionsKen Mair opened the hui with karakia and Cr Duncan extended a welcome toeveryone.

2. ApologiesThe apologies, as listed above, were accepted.

3. Confirmation of MinutesA copy of the minutes of the hui held on 3 May 2017, at Whanganui District Council,Whanganui, had been circulated with the agenda.

Members were advised that the unconfirmed minutes of 3 May 2017 had been presented to the Council at its meeting held on 7 June 2017 for receipt, in addition to the two recommendations for adoption regarding signage.

It had been noted at the Council meeting however, that one of the recommendations reflected the re-installation of appropriate signage acknowledging the previous location of ‘Hori Kingi Te Anaua Street’ when it should have correctly read ‘Hori Kingi Street’. The unconfirmed minutes, as circulated with the Tupoho Working Party agenda for this meeting, reflect the amended wording.

It was requested that when referencing Hori Kingi Te Anaua in the minutes, his full name was used, and it was agreed that the recommendation be amended to acknowledge this, as follows:

REFERENCE A2

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Tupoho Working Party Rārangi Take 14 June 2017

THAT the process to correct the names of Anaua Street and Mawae Street to respectively read Te Anaua Street, to acknowledge Hori Kingi Te Anaua, and Te Mawae Street, is initiated.

Resolution Proposed by Cr Duncan, seconded by Koromatua Hamish McDouall:

THAT, subject to the changes to correctly reference Hori Kingi Te Anaua, the minutes of the hui of the Tupoho Working Party held on 3 May 2017 are confirmed.

CARRIED 4. Matters Arising

Action #90: Reflecting Iwi – Council relationship in publications: The working party had met on 7 June 2017 to discuss scoping of the project and next steps. Draft principles had been identified for further discussion. Next hui scheduled for 28 June 2017. Action #116: Moutoa monument wording: Koromatua Hamish McDouall reported on the review of the wording to date however raised concern that there appeared to be more than one version in circulation. It was agreed that the final amended version to be obtained from John Maihi and forwarded to Pakaitore Historic Reserve Board via Koromatua Hamish McDouall. ACTION: Beryl Miller

Mariana Waitai advised that a further discussion was yet to be had regarding the placement of the amended wording. Action #118: Treaty of Waitangi commemorative event – 23 May 2017: Although intentions had been sound, the event to commemorate the signing of Te Tiriti o Waitangi by local Iwi had not been undertaken as initially planned. It was acknowledged that greater forward planning was required for 2018. Action #119: Tsunami Signage Project: To be followed up. Action #120: Treaty of Waitangi Workshop: A workshop had been tentatively scheduled for Elected Members to be briefed on matters of Te Tiriti o Waitangi by facilitators from the Rowan Partnership, and Council officers were awaiting confirmation of its suitability to Iwi for participation. Following discussion, it was agreed that Wednesday, 28 June 2017, be scheduled for the workshop. ACTION: Louise Davies

Date suitability was also requested for an Iwi/Council Workshop to discuss Land Divestment matters. Liaison with Ken Mair and Tracey Waitokia on possible dates in early July 2017 to be undertaken. ACTION: Louise Davies

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Action #122: Strategy & Policy snapshot: Discussion under Item 7. Action #124: Rubbish drop off point: To be followed up. Action #125: Friends of the Whanganui River – Aramoana table: To be followed up. Action #126: Representation Review: Update and clarity on timeframes to be provided at next meeting. Action #127: Street Name Changes: Recommendations made at the meeting of Tupoho Working Party on 3 May 2017 were adopted at the Council’s meeting held on 7 June 2017. The ‘Hori Kingi Street’ signage had been ordered; and letters had been sent to affected residents in ‘Annual Street’ and ‘Mawae Street’ advising them of upcoming street name corrections. New street signage would be ordered.

5. Welcoming Communities Lauren Tamehana, Safer Whanganui Project Leader, reported that Whanganui District Council was one of six councils participating in the Welcoming Communities pilot project and invited feedback on its draft consultation (due 10 July 2017). The document would be released for nation-wide public consultation in August 2017. The programme aimed to “proactively foster an environment of belonging and participation at the local level for both newcomers and receiving communities…” The document would be forwarded for discussion at a meeting of Te Rūnanga O Tupoho. ACTION: Lauren Tamehana

6. Wastewater update Construction on the wastewater project was still running to budget and on time. It was anticipated that the Iwi Accord would be signed on 26 June 2017, and considerable work was being undertaken on the Tradewaste Bylaw and tradewaste modelling. Beryl Miller noted Iwi’s appreciation for a recent site visit and requested that a similar visit be conducted closer to the project’s completion.

7. Strategy & Policy Update Alex Staric, Policy Advisor, Research and Engagement, reports:

“Introduction The purpose of this report is to provide Tupoho Working Party members with the following policy update, seek confirmation of Tupoho’s engagement priority, and suggests that a formal public submission is made to the Draft Local Alcohol Policy.

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The Whanganui Iwi Engagement Policy Snapshot The Whanganui Iwi Engagement Policy Snapshot as of June 2017 is attached (Ref C). This snapshot provides an opportunity for Iwi Engagement at an early stage of the strategy, policy and regulatory work that Council intends to start, progress, and complete over the current 10-Year Plan period. These policies strategically link to the Whanganui Leading Edge Strategy.”

References – Agenda Attachments C Whanganui Iwi Engagement Policy – June 2017

Discussion Alex Staric, Policy Advisor, Research and Engagement, thanked Tupoho members for providing its priorities regarding Iwi engagement on policies and strategies. Concern was raised once again on Iwi’s capacity and resource to attend individual meetings regarding reviews on the various policies and strategies and there was uncertainty as to whether the framework for engagement on the District Plan would work for policy and strategy reviews. It was noted that Council undertook multiple streams of work requiring Iwi engagement and that efficiencies for both Iwi and Council were needed. It was suggested that the matter be tagged for conversation at the next meeting of the Reflecting Iwi – Council relationship working party with a view to developing a suitable framework. ACTION: Bryan Nicholson Koromatua Hamish McDouall advised that discussion regarding the level of Iwi representation would be best addressed through the upcoming representation review that was due in 2018.

8. General business

Huia Kirk requested that consideration be given to changing the street name of Tenga Street back to its original name of Te Ope Road. Although Mrs Kirk was aware that Tenga Street had been named after Tenga Takarangi, she was uncertain as to why the street name had been changed from Te Ope Road. Mrs Kirk undertook to ascertain resident’s feelings on the matter, and appropriate research was to be undertaken by the Council. ACTION: Charlotte Almond

9. Annual Hui: The Tupoho Working Party Annual Hui is scheduled to be held on

Wednesday, 26 July 2017, at Rangahaua, commencing 3.30pm. The meeting closed at 4.55pm with karakia.

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2. Government Consultation Update


2.1 THAT the Council notes the Council submission to the Remuneration Authority’s short term changes for local government remuneration.

2.2 THAT the information within Government Consultation Update – July 2017 is noted. Justin Walters, Policy Analyst, reports:

“Executive summary

The purpose of this report is to provide an update on central government and other consultations being undertaken which have the potential to impact on Council or the Whanganui District; and for Council to note the Council submission on the Remuneration Authority’s short term changes for local government remuneration.

Background

The purpose of the government consultation update (Ref B1) is to keep the Council informed on opportunities to provide feedback on legislation, discussion documents and other consultations undertaken by central government and public organisations that have potential to affect the operation of Council or the wider Whanganui District within the responsibilities of Council.

The following government consultations are available for comment since the last update to Council:

Proposed national environmental standard for outdoor storage of tyres – Closes

04/08/2017

The finalised Council submission to the Remuneration Authority’s short term changes for local government remuneration is attached for the Council to note (Ref B2). Generally the submission supports introducing the ability for elected members to take a leave of absence without pay for health or personal reasons, for the Remuneration Authority to take a national approach when setting elected member’s expenses, and outline the ICT equipment provided to elected members by councils. The submission is supportive of the proposal to align the district plan hearings fees with resource consent hearing fees, but recommends that a daily cap be imposed.

Next Steps

If the Council resolves to make a submission on any of the open consultations, where sufficient time allows, the draft submission will be tabled for approval at a Council meeting. In the event that the timing of the consultation period does not allow for this process, the draft submission will be circulated to councillors for comment with the Mayor and Chief


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Executive approving the final submission. The final submission will then be included at the following Council meeting for noting.”

References – Agenda Attachment

B1 GCU Update – July 2017

B2 Council submission to the Remuneration Authority’s short term changes for local government remuneration

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Government Consultation Update July 2017

Title: Proposed National Environmental Standard for Outdoor Storage of Tyres

Organisation/ Committee: MfE

Submission Closes: 4/08/2017

Status: Initial Assessment

Decision \ Recommendation: No Submission

Brief Planning and Strategy & Policy

The Government is considering developing a national environmental standard under the Resource Management Act 1991 to control the activity of outdoor tyre storage. Currently, there are no national regulations that relate specifically to the storage of tyres. The Government is seeking feedback about how best to manage the risks of harm to the environment, human health, and local communities from storing tyres.

The environmental policy team has commented that while there have been issues with large amounts of tyres in Whanganui in the past, these have been isolated instances that have not caused the issues raised in this document.

Leading Edge Strategy

Environment and Economy

Consultation documents & more info Submission score

http://www.mfe.govt.nz/sites/default/files/media/Waste/outdoor-storage-or-tyres-consultation-doc.pdf

Impact 2 Lead 3

Significant 2 Capacity 3

Strategic intentions

2 Total score (out of 25)

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Title: Inquiry into 2016 local authority elections

Organisation/ Committee: Justice and Electoral Committee

Submission Closes: 31/12/2017

Status: Initial Assessment

Decision \ Recommendation: Councillors - To be confirmed by Councillors by late July / early August

Brief Electoral officer assessment

This inquiry aims to examine the law and administrative procedures for the conduct of Local Authority elections in light of the 2016 local elections. The inquiry will also consider the matter raised in Petition 2014/0060 of Andrew Mark Judd, which asks that “the House of Representatives consider a law change to make the establishment of Māori wards on district councils follow the same legal framework as establishing other wards on district councils.

A Representation review must be undertaken by Council every 6 years – we are due for a review in 2018. This will require discussion with Council. Assessment of our last representation review (2012) finds the establishment of Maori Wards was discussed, but not implemented.


Community


https://www.parliament.nz/en/pb/sc/committees-press-releases/have-your-say-on-the-inquiry-into-the-2016-local-authority-elections/

Impact 2 Lead 3




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REFERENCE B118








Title:

Remuneration Authority - Consultation Document - Local Government Review - Long term changes

Organisation/ Committee:

Remuneration Authority

Submission Closes:

30/10/2017

Status:

Drafting

Decision \ Recommendation:

Make a submission

Brief Governance

Consultation document on both immediate and long term changes to the way both mayors, councillors and community boards are remunerated for time and expenses.

TBC - Workshop scheduled with elected members 8 June


Community


http://remauthority.govt.nz/local-government/review-of-setting-remuneration-and-allowances-for-local-government-elected-members/

Impact 2 Lead 4




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Title:

Changes to fire safety regulations for New Zealand buildings

Organisation/ Committee:

Ministry of Business, Innovation and Employment

Submission Closes:

14/07/2017

Status:

Finalised / No further action required

Decision \ Recommendation:

No submission

Brief Building

Ministry of Business, Innovation and Employment is consulting on changes to the building code, amendments to verification method and guidance for alternative solutions. The stated objectives of the fire safety proposals are to make the Building Code requirements easier to interpret and apply, promote innovation, and work more collaboratively with stakeholders.

The environmental standards team leader advises that the building control are broadly supportive of the direction of the proposed changes. The changes are mainly targeted at fire engineers and while building officers have an understanding of the compliance requirements, the science behind the proposals is best addressed by the experts.


Environment and Economy

Consultation documents & more info

Submission score

http://www.mbie.govt.nz/info-services/building-construction/consultations/fire-review

Impact 2 Lead 2


Strategic intentions 1 Total score (out of 25)

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19 June 2017

Remuneration Authority Via Email: [email protected]

Attn: Local Government Review

Re: Part 2 – Local Government Review

The Whanganui District Council appreciates the Remuneration Authority providing an opportunity for Council to comment on Part 2 of the Local Government Review consultation. Council’s feedback is as follows:

1. District Plan hearing fees

1.1. The Council considers that it is appropriate to increase the hearing fees for District Plan hearings.

This acknowledges accreditation required by any person sitting on RMA plan hearings panel and

the need to attract and retain good quality decision makers.

1.2. Aligning the quantum of the hourly rate for District Plan hearing fees to that of the Resource

Consent hearings is considered to be appropriate based on comparable skills and qualifications

required. However, the Council considers that there should be a cap on the max hearing fees

payable.

1.3. Council recommends that the hourly rates of $100/h for chairs and $80/h for members be

adopted with a cap of four hours per day. Furthermore, elected member chairs should be

remunerated for time spent writing up decisions.

REFERENCE B2 20

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2. Leave of absence for elected members and mayors

2.1. The Council supports allowing an elected member to take a leave of absence without pay for

personal reasons for up to 6 months. The Council considers that the requirement of a formal

Council resolution to grant the leave of absence is an important safeguard to the process.

2.2. Where the Mayor has a leave of absence, the Council supports allowing the Council to appoint an

Acting Mayor as the Deputy Mayor may not be in a position to undertake all mayoral duties for

an extended period of time. The Council supports the ability for Council to pay the Acting Mayor

the normal remuneration of the Mayor in place of the member’s normal remuneration.

3. Expense policies

3.1. Council supports the Remuneration Authority’s proposal to provide a prototype expenses policy

to cover all councils with the setting of upper limits. In considering the upper limits of members’

expenses, the Remuneration Authority should balance the fact that the cost of members'

expenses is an impost on rates, however elected members should not incur costs for undertaking

elected member duties.

3.2. It is agreed that if the Remuneration Authority were to develop a prototype policy that the

Council’s auditor should review the Council’s compliance and application of the policy.

Expenses - ICT

3.3. Council agrees that there should be a common policy for what councils provide to all elected

members, being a mobile phone and a tablet or laptop along with any necessary equipment for

printing or connecting to the internet.

3.4. With regard to mobile phones, Council considers the first priority should be given to members

using a council provided mobile phone however members should retain the ability to utilise their

personal mobile phone. This recognises that most members undertake activities outside of their

member duties and are not remunerated on a full time basis.

3.5. Council considers that the use of council provided phones should be 100% covered by council,

subject to a reasonable use policy, with the effect that all business costs are covered with

incidental personal use. Members should be responsible for all international calls. Members who

choose to use their personal mobile phone should receive reimbursement for usage up to the

value of the council provided phone usage.

3.6. Council supports the use of the “unusual circumstance” provisions whereby the Remuneration

Authority would consider on a case by case basis, the installation of non-standard equipment

where regular landline or mobile coverage was not available.

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3

Travel allowance and Mileage

3.7. Council considers that the travel allowance of $37.50/h for travel over an hour is not necessary

as other additional time spent by elected members in the course of council business, including

meetings, conferences and training, is not remunerated.

3.8. Council supports the retention of the existing mileage rates for members’ use of private vehicles

and the increase in mileage rate for mayors where a council car is not provided.

Whanganui District Council appreciates the opportunity to provide feedback. We look forward to seeing

further progress of the consultation’s proposed content.

Yours sincerely,

Hamish McDouall Mayor Whanganui District Council

Kym Fell Chief Executive Whanganui District Council

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3. Governance Review


3.1 THAT the frequency of the Property and Community Services Committee and the Infrastructure and Special Projects Committee are moved to bi-monthly, with the Strategy and Finance Committee meeting remaining at six-weekly for the remainder of the year.

3.2

THAT Council meetings implement a public forum at the beginning of each full Council meetings.

3.3

THAT the month of July have no scheduled committee meetings.

Hamish McDouall, Mayor, reports: “Introduction The purpose of this report is to outline decisions made as part of an informal review by the Mayor regarding the operation of the governance structure. Background At the Council meeting held on 5 December 2016, the Council resolved to implement a new committee structure to spread the decision making across committees and streamline the business undertaken at Council meetings. This structure consisted of three committees that met in a six-weekly cycle. At the time of implementation, I committed to reviewing the process after six months to assess the efficacy of the change. Strategic context While the committee structure has worked well and has reduced work at full Council meetings, focussing debate and enhancing governance, the frequency of committee meetings has resulted in some meetings with little content, and one was appropriately cancelled this year due to a lack of agenda items. Feedback from two of the three chairs indicates that the workload in these committees is such that bi-monthly meetings would suffice. There is no logic to having a meeting for meeting’s sake and seeking efficiencies is ‘leading edge’. Any time gained from this change in meeting structure can be put towards actively engaging with the community. In respect to the proposal for a community forum, this is about being deeply united, globally connected and working for everyone. We value Annual Plan submissions and public presentations are a way to get our community talking directly with Councillors more than once a year. This will increase transparency, reduce barriers, assist with decision-making and enhance our reputation for being a Council that listens to its people. January has no committee meetings as a matter of point as Council is running on skeleton staff over the festive period and many senior managers and key staff are on leave.


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February to June are filled with Long Term/Annual Plan work which is very time demanding. Allowing for no meetings in July would allow for a breather and let Council officers work on projects that are important but not time sensitive. Many of these projects are about improving Council’s operating structures, policies and community interface. Improvements in any of these areas should be encouraged. Equally, elected members will have worked extremely hard and committed much time to the Annual/Long Term Plan process, and this gives elected members a break to recharge.

Factors to consider

Financial considerations There are no financial considerations.

Legal compliance The proposals above do not affect Council’s ability to govern according to the Local Government Act 2002.

Policy implications The current Standing Orders do not restrict the proposed changes.

Risks Identified risks have included:

Urgent business arising outside of the meeting cycle – In this instance a special committee meeting would be held to pass any urgent business. This is permitted under our current standing orders.

Committee meetings will become too large – If committee meetings start to become unwieldy in respect to the number of agenda items, we can respond by increasing the frequency of meetings. However, this will place us in our current situation. Strategy and Finance will remain at six weekly as the agenda is still quite large.

Community members hijacking the public session – There will be a set process for people to present during the public session, with notice put to the community and presenters approved in advance with their topic of discussion. Strict time limits should be upheld.

Significance The decision is not significant according to Whanganui District Council’s Significance and Engagement Policy. Engagement During this review I consulted with staff and had in-depth conversations with the Deputy Mayor, Committee Chairs as well as the Chief Executive. Across the table there was unanimity in respect to the proposals. Assessment of options

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http://hubble/site/gov/del/Wanganui%20District%20Council%20Policy%20Register.doc

https://hubble.whanganui.govt.nz/site/strat/psd/policy/Forms/m%20Doc%20Set%20View.aspx




Other options could include further extending the time between committee meetings. It is my belief that doing so would negate the purpose of holding committee meetings. They are an important arm of governance, allowing robust discussion. We could choose not to have public sessions, I know that not doing so would not be considered ‘leading edge’ and lack the potential to embrace access to democracy. In addition we could create further opportunities to engage with our community, although this would likely require resourcing.

Conclusion Ultimately it is the responsibility of Council to continue to review our processes and assess whether they are fit for purpose. This review has found that, while the foundation of our meeting structure is solid, some slight modifications will improve on efficiencies and allow for greater public engagement.”

4. Revocation of Reserve Status of Part Durie Hill Bowling Club Land – Windsor Terrace


4.1 THAT the item is awaited.

“Windsor Developments previously purchased the land adjoining the Durie Hill Bowling Club from Whanganui District Council. They have requested a boundary adjustment that will require revoking the reserve status of the land required. The Durie Hill Bowling Club have consented to the adjustment as the section of land is not required for their operation.” Leighton Toy, General Manager Property, will provide a report to Councillors prior to the

meeting.

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5. Actions Arising from Previous Minutes


51 THAT the information is noted. No

Item Resolution Action %

Completed

1 Council Meeting 5 December 2016 3. Council and Committee Structure and Terms of Reference

THAT the effectiveness of the Committee Structure be reviewed in July 2017.

Charlotte Almond 75

2 4. 2017 Meeting Schedule

THAT with the addition of a monthly Governance meeting, the 2017 Council Meeting Schedule is adopted with a review undertaken before July 2017.

Charlotte Almond 75

3 Council meeting 2 May 2017 1. Petition for Preferred Voting System for Future Council Elections

THAT a report be brought to Council in June 2017 to consider the electoral system to be used for the 2019 triennial election.

Charlotte Almond Referred to Council Meeting 8 August 2017.

100

4 3. Midwest Ferries Limited Presentation

THAT a further report is awaited from Whanganui District Council’s Holdings Limited on the Midwest Ferry proposal, together with an update on the Port Revitalisation Programme.

Rowan McGregor Reported to the Council Meeting held 6 June 2017.

100

5 8. Legislative Update and Submissions

THAT the Council adopts the Council submission to the Land Transport (Vehicle User Safety) Amendment Bill.

Justin Walters 100

6 Council meeting 7 June 2017 1. Iwi Engagement

THAT the names of Anaua Street and Mawae Street are corrected to Te Anaua Street and Te Mawae Street respectively. THAT appropriate signage acknowledging the previous location of Hori Kingi Street, Putiki, Whanganui, is re-installed.

Jonathan Barrett Rui Leitao Street name blade has been ordered and will be installed once it arrives.

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50

7 2. Code of Conduct

THAT Council adopt the Local Government New Zealand (LGNZ) Code of Conduct, with amendments, as its new Code of Conduct.

Paul Drake 100

Policy on Determining Significance – In terms of the Significance and Engagement Policy 2014, the recommended decision is not significant.

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8 3. Elected Members’ Remuneration — District Plan Review Hearings

THAT it is recommended to the Remuneration Authority that it approves the Council’s proposed policy, effective from 9 October 2016, for fees payable to elected members of the Council’s District Plan Hearings Panel appointed by Council resolution:

If acting as chairperson an elected member will receive a fee of $100.00 per hour attended, to a maximum of four hours per day, of Council’s District Plan Hearings meeting time.

An elected member (not the chairperson) will receive a fee of $80.00 per hour attended, to a maximum of four hours per day, of Council’s District Plan Hearings meeting time.

For any period attended of less than an hour the fee will be apportioned accordingly. Hearing’s duration time to be calculated against the start and finish times recorded in the Hearing’s minutes.

Preparation time will not be remunerated.

Charlotte Almond Letter sent to Remuneration Authority and recommendations accepted.

100

9 4. Government Consultation Update

THAT the Council adopts the Council submission to the Land Transport Rule: Setting of Speed Limits 2017, acknowledging that further changes can occur before the close of consultation date.

Justin Walters 100

10 5. Whanganui & Partners – Statement of Intent

THAT The Statement of Intent is received and accepted by Council in principle, acknowledging that the Statement of Intent may be further amended at Council’s meeting scheduled for July 2017.

THAT upon request, a representative from Whanganui & Partners be available to provide the full Council with bi-monthly progress reports in line with Whanganui & Partners’ Statement of Intent.

Adrian Dixon 75

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Minutes of Committees for Adoption / Receipt

Youth Committee Minutes – 22 May 2017


THAT the minutes of the Youth Committee meeting held on 22 May 2017 are adopted.

Strategy and Finance Committee – 25 May 2017


THAT the minutes of the Strategy and Finance Committee meeting held on 25 May 2017 are received, and the recommendations and reports contained therein, are adopted.

Audit and Risk Committee – 29 May 2017


THAT the minutes of the Audit and Risk Committee held on 29 May 2017 are received, and the recommendations and reports contained therein, are adopted.

Statutory Management Committee – 22 May 2017 (Local Alcohol Policy Submissions and Deliberations)


THAT the minutes of the Statutory Management Committee meeting held on 22 May 2017 to hear submissions to the Draft Local Alcohol Policy, reconvening on 13 June 2017 to deliberate on the submissions, are received and a Provisional Local Alcohol Policy is adopted.

Minutes of the Statutory Management Committee meeting held 22 May 2017 will be provided to Councillors prior to the meeting.

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Infrastructure and Special Projects Committee – 6 June 2017


THAT the minutes of the Infrastructure and Special Projects Committee meeting held on 6 June 2017 are received, and the recommendations and reports contained therein, are adopted.

Wanganui Rural Community Board – 21 June 2017


THAT the minutes of the Wanganui Rural Community Board meeting held on 21 June 2017 are received.

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Public Excluded Items – Motion to Exclude the Public

THAT the public be excluded from the following parts of the proceedings of this meeting:

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 LGOIMA and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows:

Council Meeting

4 July 2017

6. Whanganui District

Council Holdings Limited

Report

Commercial.

Section 7(2)(b)(ii) and

Section 7(2)(i)

7. Rates Remission Protection of privacy of natural persons.

Section 7(2)(a)

8. Request to Remove Caveat

Protection of privacy of natural

persons.

Section 7(2)(a)

9. Actions Arising from

Previous Minutes –

Confidential

Commercial. Section 7(2)(b)(ii) and

Section 7(2)(i)

10. Chief Executive’s

Report

Protection of privacy of natural

persons and commercial and

industrial negotiations.

Section 7(2)(a),

Section 7(2)(b)(ii) and

Section 7(2)(i)

Meeting Item No

General subject of

each matter to be

considered

Reason for passing

this resolution in

relation to each

matter

Ground(s) under

section 48(1) for

the passing of this

resolution

Council Meeting

4 July 2017

6. Whanganui District

Council Holdings Limited

Report

Commercial. Good reason to

withhold exists under

section 7.

Section 48(1)(a)

7. Rates Remission Protection of

privacy

Good reason to


section 7

Section 48(1)(a)

8. Request to Remove

Caveat

Protection of

privacy

Good reason to


section 7

Section 48(1)(a)

9. Actions Arising from

Previous Minutes –

Confidential

Commercial. Good reason to


section 7.

Section 48(1)(a)

10. Chief Executive’s

Report

Commercial

and staff

matters.

Good reason to


section 7.

Section 48(1)(a)

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THAT Matthew Doyle, Chair, Whanganui District Council Holdings Ltd, remain in the meeting after the public has been excluded to present Item 6: Whanganui District Council Holdings Limited Report.

Adjournment – Removal of live streaming equipment

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Motion to Reopen the Meeting to the Public

THAT the meeting be reopened to the public and the preamble, discussion and resolutions associated with, Item 6 – Whanganui District Council Holdings Limited Report,Item 7 – Rates Remission, Item 8– Request to Remove Caveat, Item 9 – Actions Arising fromPrevious Minutes (Confidential) and Item 10 – Chief Executive Report

remain confidential until all parties have either accepted the terms of the proposals or agreed to cease negotiations. The Mayor or Chief Executive may then release press reports on the matter.

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