Council OPEN MINUTES

Transcription

1 Council OPEN MINUTES Minutes of a Meeting of the Council held in Council Chamber, 401 Grey Street, Hamilton East on Thursday 27 September 2018 at 10.50am. Chairperson Deputy Chairperson Present Staff Cr AD Livingston Cr TS Mahuta Cr JM Hayman Cr J Hennebry Cr K Hodge Cr ST Kneebone Cr FC Lichtwark Cr MD Minogue Cr BT Quayle Cr RM Rimmington Cr RM Simcock Cr GWH Vercoe Cr KA White V Payne Chief Executive G Ryan Acting Director Integrated Catchment Management M Garrett Chief Financial Officer C McLay Director Resource Use N Williams Director Community and Services S McLeay Democracy Advisor Doc #

2 Apologies Apologies were received from Cr Husband. Cr Rimmington moved/cr Hodge seconded WRC18/306 THAT the apologies of Cr Husband be accepted. The motion was put and carried (WRC18/306) Confirmation of Agenda (Agenda Item 2) Cr Livingston moved/cr Kneebone seconded WRC18/307 THAT the agenda of the Council meeting of 27 September 2018, as circulated, be confirmed as the business of the meeting subject to changes in the order of items as reflected below. The motion was put and carried (WRC18/307) Cr Mahuta joined the meeting at 10.59am Disclosures of Interest (Agenda Item 3) There were no disclosures of interest. Annual Report from the Chair of the Audit and Risk Committee (Agenda Item 6) Presented by the Chair of the Audit and Risk Committee (H Stevens) to provide an overview of the Committee s key activities in the past year. During discussion, the following was noted: Mr Stevens undertook to ask the Committee to consider whether the risks posed by regional pest control should be included in the risk register. The avoidance of under budgeting on capital projects was one of the Chief Executive s key performance indicators. Where under budgeting occurred, the Committee required quality improvement processes to be undertaken to capture learnings. Cr Livingston moved/cr Simcock seconded WRC18/308 THAT the Annual Report from the Chair of the Audit and Risk Committee, dated 17 September 2018, be received. The motion was put and carried (WRC18/308) Doc # Page 2

3 Confirmation of Minutes Council 29 August 2018 Open section (Agenda Item 5.1) Doc # During discussion, the Chief Executive undertook to report back to Council on whether candidate advertising on the exterior of the region s buses was aligned with Council policy. Cr Hodge moved/cr Quayle seconded WRC18/309 THAT the minutes of the open section of the Council meeting of 29 August 2018 be approved as a true and correct record. The motion was put and carried (WRC18/309) Council 18 September 2018 (Agenda Item 5.2) Doc # Cr Hodge moved/cr Quayle seconded WRC18/310 THAT the minutes of the Council meeting of 18 September 2018 be approved as a true and correct record. The motion was put and carried (WRC18/310) Cr Lichtwark left the meeting 11.15am Cr Lichtwark returned to the meeting at 11.20am Committees Reporting to Council Hauraki Gulf Forum 20 August 2018 (Agenda Item 7.1) Doc # and Cr Minogue presented the minutes of the Hauraki Gulf Forum held on 20 August Cr Minogue moved/cr Hayman seconded WRC18/311 THAT the minutes of the meeting of the Hauraki Gulf Forum held on 20 August 2018 (Doc # and ) be received. The motion was put and carried (WRC18/311) Nga Wai o Waipa Co Governance Committee 3 August 2018 (Agenda Item 7.2) Doc # Cr Livingston presented the minutes of the Nga Wai o Waipa Co Governance Committee held on 3 August Doc # Page 3

4 Minutes of the Nga Wai o Waipa Co Governance Committee 3 August 2018 Ngā Wai o Waipā Co Governance Forum MINUTES Minutes of a meeting of the Ngā Wai o Waipā Co Governance Forum held in Council Chambers at 401 Grey Street, Hamilton on 3 August 2018 at 10.02am Waikato Raupatu River Trust Waikato District Council Waikato Regional Council Waitomo District Council Otorohanga District Council Waipā District Council Present: Trustee R Wi Co Chair Trustee B Manaia Deputy Co Chair Trustee R Takerei Trustee D Wooster Trustee W Maag Mayor A Sanson Cr A Livingston Co Chair Mayor B Hanna Cr D Pilkington Mayor J Mylchreest Deputy Co Chair Waikato Regional Council Maniapoto Māori Trust Board Waikato District Council Waipa DC Waikato Regional Council Staff In Attendance: Cr F Litchwark Cr S Kneebone N Herangi Acting Team Leader G Ormsby Policy Analyst G Ion Chief Executive G Knighton Strategic Partnerships S Te Ruki Iwi Relations Advisor V Payne Chief Executive Officer N Williams Director Community and Services T Bio Democracy Advisor Doc # Page 4

5 Minutes of the Nga Wai o Waipa Co Governance Committee 3 August 2018 Co Chair Livingston welcomed new Trustee members and attendees to the meeting and thanked past Trustees for their work. Co Chair Wi replied to the welcome followed by a round table of introductions. Section A: (Under delegation for the information of Council) Apologies Mayor M Baxter Otorohanga District Council Mayor A Sanson early departure Cr Livingston moved/mayor Hanna seconded. NWoW18/17 THAT the apologies for Mayor Baxter and Mayor Sanson be accepted. The motion was put and carried (NWoW18/17) Confirmation of Agenda (Agenda item 3) Cr Livingston moved/mayor Hanna seconded. NWoW18/18 THAT the agenda of the meeting of the Ngā Wai o Waipa Co Governance Forum of 3 August 2018, as circulated, be confirmed as the business for the meeting. The motion was put and carried (NWoW18/18) Disclosures of Interest (Agenda item 4) Doc There were no disclosures of interest. New Trustee members would provide their disclosure of interest to the Democracy Advisor. Minutes of Previous Meeting (Agenda item 5) Doc Members received the minutes of the previous meeting and had no questions. Mayor Hanna moved/mayor Sanson seconded. NWoW18/19 THAT the Minutes of the Ngā Wai o Waipa Co Governance Forum meeting of 4 April 2018 be received and approved as a true and correct record. The motion was put and carried (NWoW18/19) Doc # Page 5

6 Minutes of the Nga Wai o Waipa Co Governance Committee 3 August 2018 Maniapoto Maori Trust Board Update (Agenda item 6) Acting Team Leader (N Herangi) provided the co governance forum with a powerpoint presentation (Doc # ) which discussed implementation plan updates with several district councils. During discussion the following points were noted: A member asked why there had not been any hui with Otorohanga District Council identified. The response was that there had been no kaupapa identified that required a hui. Members noted the appointment of Sonya Hetet as Chief Executive Officer of the Maniapoto Maori Trust Board. Trustee Wi moved/cr D Pilkington seconded. NWoW18/20 THAT the verbal report Maniapoto Maori Trust Board Update be received. The motion was put and carried (NWoW18/20) Waipā District Council (Agenda item 7) Doc # The Manager Strategic Partnerships, Waipā District Council (G Knighton) presented a written report from Waipā District Council on the Waikeria Prison Development Update that was followed by a verbal update on council activities. The intersection of Waikeria Road and Otorohanga Road would be altered in order to make the intersection safer for public use. The responsibility for this project lay with Otorohanga District Council and the NZ Transport Agency. The Te Awamutu wastewater plant upgrade was a $12 million project. This included the insertion of pipe lines from the Waikeria area to Albert Park in Te Awamutu. It was noted that iwi consultation for this project was ongoing. The Environment Court determined that three community forums be established to ensure public engagement throughout the development process for the upgrade at the prison. One such forum was the Community Impact Forum. Their role was to assess housing availability and affordability, the results of which would be produced in an annual report. The Environment Court also determined that $500,000 was required in order to provide housing opportunities that benefited local hapu. This would be a jointly administered fund between Maniapoto Ki Te Raki and Waipa District Council. The members were updated on the matter of the Te Awamutu water supply from Pukerimu across to Te Awamutu for growth needs. It was noted that iwi consultation was in progress. The Te Awamutu to Ngaroto corridor works were in progress with KiwiRail and there was hope of construction beginning in Iwi Relations Advisor for Waipa District Council, Shane Te Ruki provided insight as to the reasons for building a heritage centre and what it would contain. Doc # Page 6

7 Minutes of the Nga Wai o Waipa Co Governance Committee 3 August 2018 A member asked if the Tangata Whenua Group identified in the report, Maniapoto kit e Raki, was an inclusive group. The reply was that they wanted to ensure representation is inclusive. During discussion the following points were noted: Members noted that work was underway to implement a revised Waikeria Prison Development Plan which included working on solutions to ensure the sewerage infrastructure pipelines would be adequate for the forecasted capacity. Prior to continuing through the agenda the Co Chairs noted they would move all district council updates and accompanying reports at the conclusion of the updates. Waikato District Council Update (Agenda item 8) Mayor (A Sanson) provided a verbal update on the Waikato District Council activities. Waikato District Council adopted their Long Term Plan on 30 July. It was noted that they had been operating two district plans but an updated Waikato District Plan was out for consultation. The Waikato District Council noted they were experiencing growth pressures through to the Mount Wellington/Auckland corridor. In order to accommodate for this growth, blue printing was occurring throughout the district so as to inform communities as to where houses could be built. The forum was informed that there was an Auckland manufacturer who wished to move into the Waikato. The move was motivated by the fact that the Waikato offered affordable housing for staff. Waikato District Council confirmed they were working with this company to find suitable solutions. Members noted that the Waikato District Council had signed off an agreement for the Three Waters. Through negotiations with Watercare, a board consisting of a Tainui representative, Waikato District Council Chief Executive Gavin Ion and two independent board members the council s Three Waters arrangements would be managed and council expected the organisation to be operating within months. During discussion the following points were noted: A member asked whether the establishment of the board for the Three Waters meant that this created a CCO. The reply was that it did not due to the fact that having one council involved in this process did not present any benefit to having a CCO. Waitomo District Council Update (Agenda item 9) Mayor (B Hanna) provided a power point presentation (Doc # ) on the Waitomo District Council activities. In relation to the Te Kuiti Wastewater Treatment Plant, discharge outcomes were noted as being well within consent conditions and poor performances from previous contractors had now been rectified. Doc # Page 7

8 Minutes of the Nga Wai o Waipa Co Governance Committee 3 August 2018 The on site septic tanks had been replaced at the Piopio Wastewater Treatment Plant. There was an operational issue of fats being discharged into the septic tanks but the Waitomo District Council was looking at preventative maintenance programmes to address this. It was noted that the Waitomo Village at present had privately owned wastewater and water plants however the Waitomo District Council was looking at options of a shared ownership/management of the village wastewater and water supply. Mayor A Sanson out of meeting 11.33am In relation to the District Plan Review, there have been open days held to consult with hapu and the public in order to provide the opportunity for them to be fully informed of the specific town concept planning and structure planning that is occurring in the townships. It was noted that the council was working directly with the Maniapoto Maori Trust Board staff on the process to identify and protect sites of significance to Maori. One of the key points of the Waitomo District Council s Long Term Plan was safe communities. From the associated discussions it was noted that some Waitomo industries had begun to offer apprenticeships, this can have positive benefits by providing locally based employment, reducing the need to travel out of the area and creating new career options for young people within the community.. During discussion the following points were noted: It was noted that, in order to provide acceptable drinking and waste water standards for communities, that over time rates are likely to be affected. Otorohanga District Council Update (Agenda item 10) Doc # Noting a written report by Environmental Services Manager (A Loe) had been circulated to members and tabled at the meeting, Deputy Mayor (D Pilkington) provided a verbal update on the Otorohanga District Council activities. It was noted that there was a project underway to provide a path for public access to the river. Otorohanga District Council was of the opinion that the public had felt that the stopbanks formed a barrier between them and the river. It was further noted the proposed pathway would enable wheelchair access. The Otorohanga District Council advised that there was a high usage rate of the Lake Huiputea reserve and thanked the Trustees of Huiputea for their involvement. The Otorohanga District Council advised that they were going through a representation review which was currently out for consultation. The council was looking at iwi liaison and representation opportunities for the 2022 elections. At this point in the meeting, Co Chairs Livingston and Wii moved the receipt of the District Council update as follows; Doc # Page 8

9 Minutes of the Nga Wai o Waipa Co Governance Committee 3 August 2018 W Maag moved/b Manaia seconded. NWoW18/21 THAT the report Waikeria Prison Development Update (Doc# , dated 17 July 2018) be received. THAT the verbal report Waipā District Council Update be received. THAT the verbal report Waikato District Council Update be received. THAT the verbal report Waitomo District Council Update be received. THAT the report Otorohanga District Council Update (Doc# , dated 25 July 2018) be received. THAT the verbal report Otorohanga District Council Update be received. Section B: (For recommendation to Council) Waipā Catchment Plan (Agenda item 11) Doc # The motion was put and carried (NWoW18/21) Zone Manager Waipa (G Blackie) provided a report to update the Ngā Wai o Waipā Co Governance Forum on the progress against all actions contained within the Waipā Catchment Plan. During discussion the following points were noted: With respect to the Hill Country Erosion Control Fund, it was understood that some sort of accompanying funds must be sought internally when applying for this and matching any approved funding was not required. Members noted that it was too early at this point in time to pinpoint improvements. However as time went on, a progress report would be able to produce sufficient data. A member congratulated staff on the work done to date and noted that farmers were becoming more proactive with self reporting. The member also noted their support of Waikato Regional Council resolution to incorporate helicopter surveillance to help with on farm permitted activity monitoring. It was clarified that this type of surveillance was not intended for region wide use but rather a tool for monitoring non compliant properties. It was understood that the Waikato region is home to many native plants and animals. There were pockets of remnant native vegetation such as kahikatea throughout the Waipa area and works were in progress to take the required care of such areas. The members noted that maintenance was a growing issue and that sometimes there was insufficient resources to complete the work adequately, with Doc # Page 9

10 Minutes of the Nga Wai o Waipa Co Governance Committee 3 August 2018 weed maintenance identified as a major issue. Staff noted this and the forum agreed to include a resolution to help identify and provide a solution for this. A member asked if the Hill Country Erosion application included the West Coast Catchment. The response was that this application was on behalf of the region. B Hanna moved/d Wooster seconded. NWoW18/22 THAT the report Waipā Catchment Plan Update (Doc# , dated 12 July 2018) be received for information. RECOMMENDATION THAT the Nga Wai o Waipa Co Governance Forum endorses that provisions for funding of weed maintenance (1 3years) is included in restoration projects in the Waipā Catchment. Section A: (Under delegation for the information of Council) The motion was put and carried (NWoW18/22) Response from Minister regarding funding for treaty settlements (Agenda item 12) Doc # and Doc # Director of Community and Services (N Williams) provided a summary of Waikato Regional Council Long Term Plan. This was followed by a report to update the forum on a letter received from the Honourable Kelvin Davis, Minister for Crown/Māori Relations in response to the letter sent to the Minister for Treaty of Waitangi Negotiations regarding funding local government for Treaty settlement arrangement. During the summary of the Waikato Regional Council Long Term Plan update, the Regional and Coastal Plan reviews were identified as a topic of discussion. It was noted that Maniapoto Maori Trust Board has approved this plan review in principle. Waikato Regional Council was awaiting approval from two remaining river iwi before the plan review process can commence. As part of the update on the response received from the Honourable Kelvin Davis, it was noted that there had been a government announcement in July regarding measures to improve state sector productivity. Staff took this to mean that the cogovernance forum letter sent regarding funding for local government for Treaty settlement arrangement was included in consideration of how to improve state sector productivity. Trustee Wi moved/cr Livingston seconded. NWoW18/23 THAT the report Response from Minister regarding funding for treaty settlements (Doc# dated 27 April 2018) be received. The motion was put and carried (NWoW18/23) Doc # Page 10

11 Minutes of the Nga Wai o Waipa Co Governance Committee 3 August 2018 The meeting was closed with a karakia at 12.49pm Doc # Doc # Page 11

12 * * * * * Return to the meeting of Council 27 September 2018 Minutes of the Nga Wai o Waipa Co Governance Committee 3 August 2018 Cr Livingston moved/cr Kneebone seconded WRC18/ THAT the minutes of the meeting of the Nga Wai o Waipa Co Governance Committee held on 3 August 2018 (Doc # ) be received. 2. THAT the decisions in Section A of the minutes be noted. 3. THAT the recommendations contained in Section B of the minutes be adopted. Item 11 Waipā Catchment Plan THAT the Nga Wai o Waipa Co Governance Forum endorses that provisions for funding of weed maintenance (1 3 years) is included in restoration projects in the Waipā Catchment. The motion was put and carried (WRC18/312) Waikato Plan Leadership Group 24 August 2018 (Agenda Item 7.3) Doc # Cr Livingston presented the minutes of the meeting of the Waikato Plan Leadership Group held on 24 August Doc # Page 12

13 Minutes of the Waikato Plan Leadership Group 24 August 2018 Waikato Plan Leadership Group Committee OPEN MINUTES Minutes of a meeting of the Waikato Plan Committee held on 24 August 2018 at 10.00am in the Waikato Regional Council Chambers, 401 Grey Street, Hamilton East. Independent Chair Deputy Chairperson Waikato Regional Council Hamilton City Council Eastern Sub region Future Proof Sub region Southern Sub region Business/ Community Members Waikato Tainui Maniapoto Raukawa Te Arawa Observers (Represented Through the WDHB Chair (or nominee) and NZTA Regional Director (or nominee) as Observers with speaking rights but non voting.) Waikato District Health Board New Zealand Transport Agency Ministry of Social Development In Attendance Waikato Regional Council Hamilton City Council Waipa District Council Present Vacant Mayor Brian Hanna Cr Alan Livingston Mayor Andrew King Deputy Mayor Toby Adams Mayor Allan Sanson Mayor Brian Hanna Bev Gatenby Dallas Fisher Eric Souchon Lale Ieremia Rukumoana Schaafhausen Weo Maag Vanessa Eparaima Eugene Berryman Kamp Pippa Mahood Parekawhia McLean Te Rehia Papesch T May Director Science and Strategy G Dawson Democracy Advisor B Bowcott Executive Director Special Projects H Martin Waikato Plan Administrator G Dyet Chief Executive Doc # Page 13

14 Minutes of the Waikato Plan Leadership Group 24 August 2018 SECTION A: COMMITTEE HAS DELEGATED AUTHORITY TO MAKE DECISION Welcome (Agenda Item 1) Mayor Brian Hanna opened the meeting and welcomed everyone present. He announced that the Independent Chair of the Waikato Plan Leadership Group had resigned from the role. It was noted that she had done a great job during her tenure and assisted in the progression of the Plan. It was agreed that a letter of thanks be sent to her from the Committee to reflect that sentiment. Apologies (Agenda Item 2) Mayor Hanna moved/w Maag seconded. WPLG18/15 THAT the apologies from Parekawhia McLean for lateness be accepted. The motion was put and carried (WPLG18/15) Confirmation of Agenda (Agenda Item 3) Cr Livingston moved/l Ieremia seconded. WPLG18/16 THAT the agenda of the meeting of the Waikato Plan Leadership Group Committee of 24 August 2018, as circulated, be confirmed as the business for the meeting. The motion was put and carried (WPLG18/16) Disclosures of Interest (Agenda Item 4) There were no disclosures of interest. Confirmation of Minutes (Agenda Item 5) Doc # The following matters were discussed: It was noted that the surname of Eric Souchon was spelt incorrectly and needed to be corrected from Souchen to Souchon. Cr Livingston moved/l Ieremia seconded. WPLG18/17 THAT the Minutes of the Waikato Plan Leadership Group meeting of 2 July 2018 be received and approved as a true and correct record. The motion was put and carried (WPLG18/17) Doc # Page 14

15 Minutes of the Waikato Plan Leadership Group 24 August 2018 SECTION B: FOR RECOMMENDATION TO COUNCIL Waikato Plan Project Refresh Update (Agenda Item 6) Doc # This report was presented by the Director of Science and Strategy (T May) and the Chief Executive of Waipa District Council (G Dyet). The report explained and outlined the proposed governance and operational changes to the Waikato Plan Leadership Group. The following matters were discussed:. It was noted that the revised Terms of Reference were developed as a result of the findings of a review and reflects the issues and challenges that were identified in the Winder Report. It was noted that under the proposed governance arrangements for the Committee, it is anticipated that the existing Joint Committee will become a Standing Committee of the Waikato Regional Council. The decision to form this Standing Committee will progress through Waikato Regional Council at their September meeting. It was noted that the proposed Standing Committee will have autonomy to act, following the model used by the Regional Transport and Civil Defence Committees. The matter of whether the proposed new structure should include Co Chairs, Deputy Co Chairs was discussed. It was noted that there was a need to find fit for purpose representatives for various interest groups and sectors on the proposed Standing Committee of the Plan. It was emphasised that the representatives needed to genuinely represent various stakeholders and sectors, and be able to give meaningful input into the matters that would be considered by the Standing Committee. The role of Central Government agencies in the proposed Standing Committee was discussed. It was noted that a range of agencies would be involved on a range matters that would be considered, and a fit for purpose approach was needed when considering which agencies should be involved. The remuneration of members of the Committee was discussed. It was noted that the present members of the Joint Committee would continue on the newly formed Committee as, outwardly this was seen as an administrative matter The Committee agreed that the work to date was positive and provided a solid base to move forward from. The following changes to the proposed Terms of Reference were requested: Page 14, line 8 under section Constitution : Inclusion of the Thames Coromandel District Council. Page 15, line 22 under section Constitution : Inclusion of the Ministry of Social Development and Ministry of Education. Page 15, line 23 under section Constitution : the deletion of Up to two at the beginning of the sentence and insertion of as required at the end of the sentence Doc # Page 15

16 Minutes of the Waikato Plan Leadership Group 24 August 2018 Page 15, line 24 under section Constitution : the deletion of relevant Government Agencies insertion of other representatives of relevant agencies as required Page 15, line 25 under section Constitution : that the sentence in the original proposed Terms of Reference be replaced with The Leadership Group will be co chaired by one iwi representative and any other voting member of the Leadership Group. Page 15, line 27 under section Constitution : that the section in the original proposed terms of Reference be replaced with That two Co Chairs and Deputy Co Chairs are appointed from the membership of the Waikato Plan Leadership Group. One (1) Co Chair and Deputy Co Chair will be appointed by Iwi representatives of the Group. The other Chair and Deputy Co Chair shall be appointed by the Group at large. Page 15, line 30 under section Constitution : Inclusion of Co in front of Chairperson and minor consequential changes. Page 15, line 2 under section Resourcing : the deletion of except that the Chair of the Leadership Group W Maag moved/cr L Livingston seconded. WPLG18/18 1. THAT the report Waikato Plan Project Refresh Update (Doc # dated 16 August 2018) be received. 2. THAT the Waikato Plan Leadership Group Committee notes that the refreshed Waikato Plan Leadership Group is anticipated to be a Standing Committee of Waikato Regional Council, where the existing members of the Group will be invited to join the Committee. RECOMMENDS 3. THAT two Co Chairs and deputy co chairs are appointed from the membership of the Standing Committee. A Co Chair and Deputy Co Chair is recommended to be appointed by Iwi representatives of the Group, with the other Co Chair and Deputy Co Chair recommended to be appointed by the Committee. 4. THAT the Waikato Plan Leadership Group recommends for approval the changes identified in the minutes to the draft Terms of Reference titled attachment one on page four of Doc # dated 16 August The motion was put and carried (WPLG18/18) SECTION A: COMMITTEE HAS DELEGATED AUTHORITY TO MAKE DECISION Waikato Regional Economic Development Agency (Agenda Item 7) Doc # This report was presented by the Community and Business Representative (D Fisher). The report outlined the Committee with an update on the activities of the Waikato Regional Economic Development Agency. Doc # Page 16

17 Minutes of the Waikato Plan Leadership Group 24 August 2018 The following matters were discussed: It was noted that the development and implementation of governance, management, and operations had progressed well to date and a positive and effective team has been gathered. It was noted that number of service agreements and partnerships had been formed to date, which would provide the Agency with a strong network to operate and work with across a number of sectors and stakeholders throughout the Waikato region. It was noted that events such as the Waikato Economic Summit has had a lot of interest from Central Government and other private sector interests. The programme for the Summit was discussed, along with the benefits that collaboration and mutually beneficial relationships can develop. It was noted that Central Government is supportive of a region wide holistic approach to economic, social, and cultural development in the Waikato. This support emphasised the need to work towards developing long term high impact projects and programmes, which would generate a high level of return for as many stakeholders and sectors as possible. It was noted that an integrated approach was needed which pulled together both Local Government and Central Government plans and strategies. This view was seen as the best way to maximise funding opportunities from the Provincial Growth Fund. W Maag moved/e Souchon seconded. WPLG18/19 THAT the Waikato Regional Economic Development Agency (WREDA) update (Doc # dated 17 August 2018) be received. The motion was put and carried (WPLG18/19) Housing Priority Update (Agenda Item 8) Doc # This verbal report was presented by the Community and Business Representative (L Ieremia). The report updated the Committee on the Regional Housing Stocktake. The following matters were discussed: The need to develop low cost building solutions through the supply of local labour and supplies was discussed, along with other local and national level responses to the ongoing policy issue. The healthy homes project and related matters was discussed. It was noted that appropriate and healthy housing were important factors in the development of a strong and vibrant Waikato region. The various roles and dynamics in relation to development and provision of housing by the public and private sector was discussed. It was noted that there was a need to be more holistic in the design, planning, and building of future housing developments. Doc # Page 17

18 Minutes of the Waikato Plan Leadership Group 24 August 2018 The need for a common vision by all stakeholders from around the Waikato region on housing was discussed. It was noted that Central Government was looking at innovative ways in which their housing policy priorities could be achieved, and a collective response was noted as a possible way forward. It was noted how the Housing Data collection project has provided a more accurate assessment of what has happened within the housing sector in the Waikato region. In addition, it was noted that the data has covered the whole region and was being sourced from a range of source points from throughout the region. The important role that the private sector had in the development of the Waikato region was noted, along with need for greater levels of collaboration between all levels of government and the private sector. L Ieremia moved/cr Livingston seconded. WPLG18/20 THAT the verbal update on the Waikato Plan 18/19 Regional Housing Stocktake priority (Dated 24 August 2018) be received. The motion was put and carried (WPLG18/20) Hamilton to Auckland Corridor Plan Update (Agenda Item 9) Doc # This report was presented by the Executive Director, Special Projects, Hamilton City Council (B Bowcott). The report updated the Committee on the Hamilton to Auckland Corridor Plan. The following matters were discussed: The size and scope of the corridor was described and discussed. It was noted that an innovative, inclusive, joined, and integrated approach was needed, in order for the corridor to be developed successfully for current and future generations. It was noted that the corridor is part of a wider national urban growth agenda that has progressed through the Cabinet, and the need for an enduring and sustainable approach was needed. It was noted that there was a need for both the Auckland and Waikato regions to work together in genuine partnership, to achieve more strategic and lasting outcomes throughout the corridor. Cr Livingston moved/mayor B Hanna seconded. WPLG18/21 THAT the update on the Hamilton to Auckland Corridor Plan update (Doc # dated 16 August 2018) be received. The motion was put and carried (WPLG18/21) Doc # Page 18

19 Minutes of the Waikato Plan Leadership Group 24 August 2018 National Waterscape Update (Agenda Item 10) Doc # This report was presented by the Director of Science and Strategy (T May) and the Chief Executive of Waipa District Council (G Dyet). This report provided the Committee with an overview of key influences, drivers, and direction in relation to national and regional waterscapes. The following matters were discussed: It was noted that water quality is a priority area for the Waikato Regional Council and the development of plans, policies, and strategies to achieve water quality targets was ongoing. The matter of water allocation throughout the Waikato region discussed. It was noted that a strategic and long term approach was needed to ensure that allocation is equitable and sustainable. It was noted that an integrated and whole of Government approach was being used to ensure that water quality goals and interventions were aligned with all levels of government. It was noted that a region wide approach is being used in the leadership of drinking water and waste water. In addition, it was noted the increased costs in upgrading waste water systems was an ongoing challenge that local government is working on through. Members asked that this be a key discussion topic that be given time for consideration at the next Waikato Plan Leadership Group meeting. W Maag moved/b Gatenby seconded. WPLG18/22 THAT the report National waterscape overview (Doc # dated 16 August 2018) be received. The motion was put and carried (WPLG18/22) Waipa Heritage Proposal (Agenda Item 11) This report was presented by the Chief Executive of Waipa District Council (G Dyet). The report provided the Committee with information on the Waipa District Council s desire to apply to the Government s Provincial Growth Fund for the further development of the Discovery and Heritage Centre to be based in Te Awamutu. The following matters were discussed: The natural and physical heritage features of the Waipa District were described and discussed. It was noted that it was important to make those features form part of wider story of the history and development of the District. The history of the District is important and should be promoted, along with other existing features such as the Waitomo Caves and the New Zealand Land Wars. Doc # Page 19

20 Minutes of the Waikato Plan Leadership Group 24 August 2018 It was noted that the Provincial Growth Fund was an important mechanism to achieve the aim of heritage preservation, maintenance, and promotion in the District. The range of stakeholder groups involved at present and in the future was discussed. It was agreed by the Committee that the proposal would benefit the Waipa District and should be supported to the next stage of the proposal. Cr Livingston moved/e Berryman Kamp seconded. WPLG18/23 THAT the report Waipa Heritage Proposal Report (Dated 24 August 2018) be received and be endorsed by the Joint Committee of the Waikato Plan Leadership Group. The motion was put and carried (WPLG18/23) Meeting closed at 12.28pm. Doc # Doc # Page 20

21 * * * * * Return to the meeting of Council 27 September 2018 Minutes of the Waikato Plan Leadership Group 24 August 2018 Cr Livingston moved/cr Simcock seconded WRC18/ THAT the minutes of the meeting of the Waikato Plan Leadership Group held on 24 August 2018 (Doc# ) be received. 2. THAT the decisions in Section A of the minutes be noted. 3. THAT the recommendations contained in Section B of the minutes be adopted. Item 6 Waikato Plan Project Refresh Update THAT two Co Chairs and deputy co chairs are appointed from the membership of the Standing Committee. A Co Chair and Deputy Co Chair is recommended to be appointed by Iwi representatives of the Group, with the other Co Chair and Deputy Co Chair recommended to be appointed by the Committee. THAT the Waikato Plan Leadership Group recommends for approval the changes identified in the minutes to the draft Terms of Reference titled attachment one on page four of Doc # dated 16 August The motion was put and carried (WRC18/313) Regional Transport Committee 3 September 2018 (Agenda Item 7.4) Doc # Cr Vercoe presented the minutes of the meeting of the Regional Transport Committee held on 3 September Doc # Page 21

22 Minutes of the Regional Transport Committee 3 September 2018 Regional Transport Committee MINUTES Minutes of a Meeting of the Regional Transport Committee held in Waikato Regional Council, Council Chambers, 401 Grey Street, Hamilton East on 3 September 2018 at 9.30am Waikato Regional Council Hamilton City Council Hauraki District Council Matamata Piako District Council Otorohanga District Council South Waikato District Council Taupō District Council Thames Coromandel District Council Waikato District Council Waipa District Council Waitomo District Council New Zealand Transport Agency Present: Cr H Vercoe Cr R Rimmington Cr D Macpherson Cr T Adams Mayor J Barnes Mayor M Baxter Cr B Machen Cr A Park Cr S Christie Cr D Fulton Cr J Bannon Cr P Brodie P McLean NZ Transport Agency staff: Hamilton City Council Staff: Waikato Regional Council Staff: A Talbot (Lead Strategic Planner) M Kettle (Principal Planning Advisor) B Dowsett (Principal Advisor) K Boyt (Manager System Management Waikato) C Allen (General Manager Development) R Denton (City Transportation Unit Manager) M Tamura (Manager, Integration and Infrastructure) B McMaster (Team Leader, Transport and Infrastructure) A Satterfield (Team Leader, Education) R Cook (Senior Policy Advisor, Transport Relationships) T Bio (Democracy Advisor, Democracy Services) Doc # Page 22

23 Minutes of the Regional Transport Committee 3 September 2018 SECTION A: (UNDER DELEGATION FOR THE INFORMATION OF COUNCIL) Apologies (Agenda item 1) The following apologies were noted and accepted; Inspector M Lynam and Waipa District Council Cr G Webber. Cr Adams moved/mayor Baxter seconded. RTC18/44 THAT the apologies of Inspector M Lynam and Cr G Webber be accepted. The motion was put and carried (RTC18/44) Confirmation of Agenda (Agenda Item 2) Cr Rimmington moved/cr Macpherson seconded. RTC18/45 THAT the agenda of the meeting of the Regional Transport Committee of 3 September 2018, as circulated, be confirmed as the business for the meeting. The motion was put and carried (RTC18/45) Disclosures of Interest (Agenda Item 3) There were no disclosures of interest. Minutes of Previous Meeting (Agenda Item 4) Doc # Members agreed to move the minutes subject to the addition of Cr Fulton s apology to the previous meeting minutes. Cr Rimmington moved/cr Macpherson seconded. RTC18/46 THAT the Minutes of the Regional Transport Committee meeting of 6 August 2018 be received and approved as a true and correct record and that the apology of Cr Fulton be reflected in the previous meeting minutes. The motion was put and carried (RTC18/46) Doc # Page 23

24 Minutes of the Regional Transport Committee 3 September 2018 New Zealand Transport Agency Quarterly Report to 3 September 2018 including the National Land Transport programme (Agenda Item 5) Doc # NZ Transport Agency Director Regional Relationships (Central North Island) P McLean presented a written report to update the Committee on the New Zealand Transport Agency s Quarterly Report to 3 September During questions, answers and related discussion the Committee the following points were noted: It was highlighted that improvement projects on SH1, SH2 and SH29 were not included in the current National Land Transport Programme as they were subject to a re evaluation process that was yet to happen. The outcome of the reevaluation will be known by the end of the year. Members noted that the Enhanced FAR was capped at 90% to ensure Councils also have a responsibility to fund this. The time for funding within Enhanced FAR was set at the period. NZTA staff will be meeting with all Approved Organisations to identify what projects will be eligible for enhanced FAR. NZTA was encouraged to provide early advice on targeted FAR to councils. More detail would be provided to the Committee, regarding funding for the Hamilton to Auckland passenger rail service, following the NZTA Board meeting on 5 th October 2018 where the single stage business case will be considered. Cr Park moved/cr Brodie seconded. RTC18/47 THAT the report New Zealand Transport Agency Quarterly Report to 3 September 2018 including the National Land Transport programme (Doc # dated 15 August 2018) be received. Regional Road Safety Monitor Report September 2018 (Agenda Item 6) Doc # , and The motion was put and carried (RTC18/47) Senior Policy Advisor (R Cook) presented an update on road safety issues and trends and to keep the Committee informed on regional progress towards the actions outlined in national and regional road safety strategies. During questions, answers and related discussion the Committee the following points were noted: A member noted that their council was receiving different statistics in relation to the fatalities report provided for this item. Staff noted this and would look into it. A member noted that the data did not specifically identify unlicensed drivers and youth drivers. Staff advised that these details would be picked up in police reports but there was not a specific category that would identify unlicensed drivers or youth drivers presented in this item. A member directed the Committee to speed management at point 16, page 2 of Doc # Page 24

25 Minutes of the Regional Transport Committee 3 September 2018 the report. It was noted that the member s council had reviewed their road safety management processes. At this point in time, their council was unsure as to whether they would wait to see what other councils would implement in this area or to go ahead with their own solutions. Staff indicated that there was a Regional Speed Management Working Group which was addressing road safety management processes in order to identify an effective plan for speed management across the region. This did not mean that councils could not go ahead and commence with their works as well. Staff informed the Committee that there was a regional advocacy paper for the National Road Safety Strategy which would need to be circulated to Regional Transport Committee members for comment, prior to being signed off. The Chair encouraged members to read and comment on the regional advocacy paper. Members agreed that due to such tight timeframes, the Chair be delegated the authority to sign off the regional advocacy paper for the National Road Safety Strategy. Mayor Barnes moved/cr Machen seconded. RTC18/49 THAT the regional advocacy paper for the National Road Safety Strategy be circulated to the Regional Transport Committee members by for comment by 17 September THAT the Regional Transport Committee delegate to the Regional Transport Committee Chair the authority to sign off the regional advocacy paper for the NRSS. The motion was put and carried (RTC18/49) Discussion ensued regarding the letter the Committee had received from Associate Minister of Transport Hon Julie Anne Genter in response to the Committee s proposal for reduced default speed limits on regional rural roads. Members noted their disappointment with the response and felt that more local action was required to address the issue. The Committee were advised that current legislation required each authority to work through bylaw processes to address road safety management however when the legislation comes out for consultation, it will provide the opportunity for the Committee to give increased emphasis to this concern. Mayor Barnes moved/cr Machen seconded. RTC18/50 THAT the report Regional Road Safety Monitor Report September 2018 (Doc # dated 16 August 2018) be received. THAT at the Regional Transport Committee meeting of 5 November 2018, staff present a comprehensive report detailing the options of dealing with speed management, within the scope of the current legislation, and what changes are needed to allow a fast and efficient method to effect safer speed changes. The motion was put and carried (RTC18/50) Doc # Page 25

26 Minutes of the Regional Transport Committee 3 September 2018 Transport Choices Report (Agenda Item 7) Doc # and Senior Policy Advisor (R Cook) presented an update on the Regional Transport Choices work programme and plans. The Waikato Region Cycle Trails Network programme business case was tabled for information (Doc # ) on which feedback from project partners is currently being sought. During questions, answers and related discussion by the Committee the following points were noted: A member directed the Committee to the Waikato Region Cycle trails on page three of the Waikato Region Cycle Trails Network. The member noted that the trails did not include the Hamilton Bike Plan. Staff advised that the regional cycle trails network programme business case was predominantly related to the large regional cycle trails and that Hamilton formed part of the network where Te Awa traversed the city. Hamilton City Council raised their concern with the programme business case and felt that they had not been consulted appropriately prior to the document being sent to outside parties. They noted their opposition to this business case and would put in their comments. Mayor Barnes moved/cr Christie seconded. RTC18/51 THAT the report Transport Choices Report (Doc # dated 16 August 2018) be received. The motion was put and carried (RTC18/51) Cr Macpherson voted against this motion. Hamilton City Council noted that in future, they would like pieces of work such as cycle trail maps to be bought back to the Regional Transport Committee prior to distribution to an outside body. Transport Planning and Projects Report September 2018 (Agenda Item 8) Doc # Team Leader, Transport and Infrastructure (B McMaster) presented an update on the current regional transport plans and projects as at 15 August Staff noted that there had been a workshop that looked at the Hamilton to Auckland Corridor Spatial Plan in its draft form. There was the expectation that staff would be able to provide more information on this to members at the next meeting. It was further noted that consultation with iwi was occurring specifically with Tamaki and Waikato Tainui. Cr Park moved/cr Fulton seconded. RTC18/52 THAT the report Transport Planning and Projects Report September 2018 (Doc # dated 15 August 2018) be received. The motion was put and carried (RTC18/52) Doc # Page 26

27 Minutes of the Regional Transport Committee 3 September 2018 Regional Public Transport Projects Update (Agenda Item 9) Doc # Team Leader, Transport and Infrastructure (B McMaster) presented a report providing an update on the review of the Waikato Regional Public Transport Plan and the Single Stage Business Case for the start up passenger rail service between Hamilton and Auckland. During questions, answers and related discussion the Committee the following points were noted: A member reiterated the importance of process and adhering to the terms of reference for the appropriate committee. Mayor Barnes moved/cr Park seconded. RTC18/53 THAT the report Regional Public Transport Projects Update (Doc # dated 15 August 2018) be received. The motion was put and carried (RTC18/53) Regional Transport Issues Forum (Agenda Item 10) Doc # Team Leader, Transport and Infrastructure (B McMaster) presented the Committee with an opportunity to raise and discuss regionally significant transport issues in an open forum. During questions, answers and related discussion by the Committee the following points were noted: Members were directed to page 6 of the report (page 67 of the Agenda) to the second row third column. IT was noted that there was a spelling mistake and that the sentence was meant to read Cr Vercoe noted a letter from Ken Royson from the South Waikato area on safety concerns in the District not Distrust. Staff agreed and would edit the document. Another member noted that potholes on SH 1 south of Tokoroa had worsened due to recent high rainfall. Mayor Barnes moved/cr Christie seconded. RTC18/54 THAT the report Regional Transport Issues Forum (Doc # dated 15 August 2018) be received. The motion was put and carried (RTC18/54) Waikato Stock Truck Effluent Disposal Programme (Agenda Item 11) Doc # Team Leader of Education (A Satterfield) presented information on the progress towards the implementation of additional stock truck effluent facilities in the Waikato region, and to acknowledge issues that have arisen. Doc # Page 27

28 Minutes of the Regional Transport Committee 3 September 2018 During questions, answers and related discussion the Committee the following points were noted: A member commented that not much had occurred in this space despite the Committee receiving a number of presentations regarding the programme. The member felt that process needed to be sped up. Staff acknowledged this and advised that they were working to implement the programme in line with territorial authorities work timeframes as well as NZTA work timeframes. Mayor Barnes moved/cr Park seconded. RTC18/55 THAT the report Waikato Stock Truck Effluent Disposal Programme (Doc # dated 16 August 2018) be received. The motion was put and carried (RTC18/55) Meeting closed at 12pm Doc # Doc # Page 28

29 * * * * * Return to the meeting of Council 27 September 2018 Minutes of the Regional Transport Committee 3 September 2018 Cr Vercoe moved/cr Rimmington seconded WRC18/ THAT minutes of the Regional Transport Committee held on 3 September 2018 (Doc # ) be received. 2. THAT the decisions in Section A of the minutes be noted. The motion was put and carried (WRC18/314) Finance Committee 11 September 2018 Open section (Agenda Item 7.5) Doc # Cr Hennebry presented the minutes of the open section of the meeting of the Finance Committee held on 11 September Doc # Page 29

30 Minutes of the Finance Committee 11 September 2018 Finance Committee OPEN MINUTES Minutes of a meeting of the Finance Committee held in Council Chamber, 401 Grey Street, Hamilton East on 11 September 2018 at 9.30am. Chairperson Deputy Chairperson Present Ex officio In Attendance Staff Cr J Hennebry Cr H Vercoe Cr D Minogue Cr S Kneebone Cr B Quayle Cr A Livingston Cr K White Cr F Lichtwark M Garrett Chief Financial Officer J Becker Finance Manager J Cox Democracy Advisor Doc # Page 30

31 Minutes of the Finance Committee 11 September 2018 Apologies (Agenda Item 1) Apologies were received from Cr Livingston for lateness. Cr Vercoe moved/cr Minogue seconded FC18/64 THAT the apologies of Cr Livingston for lateness be accepted. The motion was put and carried (FC18/64) Confirmation of Agenda (Agenda Item 2) Cr Quayle moved/cr Minogue seconded FC18/65 THAT the agenda of the Finance Committee of 11 September 2018 be confirmed as the business for the meeting. The motion was put and carried (FC18/65) Disclosures of Interest (Agenda Item 3) There were no disclosures of interest. SECTION A: (UNDER DELEGATION FOR THE INFORMATION OF COUNCIL) Issues/Actions following 9 August 2018 Finance Committee meeting (Agenda Item 4) (Doc # ) Chief Financial Officer (M Garrett) presented the report that reviewed the actions and issues raised from the previous Finance Committee meetings. During questions, answers and related discussion Committee members raised or noted the following matters: A member requested further explanation for a statement on page 9 of the agenda costs associated with the development of the Coastal and Regional Plans. Members were advised that the statement referred to the fact that the projects were to be reported on through the standard reports, and they had not been reported before. Members had not seen reports as the projects had not commenced. Doc # Page 31

32 Minutes of the Finance Committee 11 September 2018 A member noted the number of properties recorded as being under mortgagee auction. Members were advised that the properties under auction had only been reported in terms of dollar value and the provision of the number of properties had been by way of response to a members request for the information. Cr Quayle moved/cr Minogue seconded FC18/66 THAT the report Issues and actions from the Finance Committee meetings (Doc # dated 29 August 2018) be received. The motion was put and carried (FC18/66) SECTION B: (FOR RECOMMENDATION TO COUNCIL) Annual Report for the year ended 30 June 2018 (Agenda Item 5) (Doc # , , ) Chief Financial Officer (M Garrett) presented the report that provided the committee with an update on the audit of the Waikato Regional Council Annual Report for the year ended 30 June 2018, and presented the attached 2017/18 Annual Report and Annual Report Summary for approval and recommendation to the council for adoption. Members noted that the full annual report and annual report summary was subject to final formatting and minor editorial changes, and that some design elements of the annual report summary were still to be completed, including the financial section of the annual report summary. During questions, answers and related discussion Committee members raised or noted the following matters: A member questioned whether the word stable in explaining Outcome measure trend data was an appropriate word or whether it could be misinterpreted. It was noted for members that the word stable had been used in the past where there was no trend or significant shift in the data. Members sought clarity to reflect the definition of the word stable. Staff proposed there hasn t been a significant shift in trend to reflect an increase or decrease. A member sought clarity on the definition of swimable as it was reflected on page 20 of the report (page 39 of the agenda). The definition would need to clarify that it was Swimmable as deemed by and reflect the standard that has been used. A member noted that the references to responses from territorial authorities seemed inaccurate or meaningless in the territorial authority stakeholder performance. It was noted that it was a performance measure and the questions had been asked of 11 authorities with responses from only five. Of those five responses two were positive. Staff undertook to provide clarity on the measure and the fact it was not achieved. Doc # Page 32

33 Minutes of the Finance Committee 11 September 2018 The annual report will be promoted in summary form as that is an easier to digest version. The community will also be referred to the full report online if that what they were after. The audit opinion applied to the Annual Report document and the Summary document. A member noted interest in the comparison of staff and the wage bill in the Summary document. Members noted that it was not a requirement to disclose the information under the Local Government Act, but that Council were able to add information. The member sought incorporation of a graph to represent the staff numbers and wage bill, with emphasis on those earning over $100,000. Cr Hennebry moved/cr Vercoe seconded THAT a graphic be included in the summary document to reflect staff numbers and the total wage bill. Discussion ensued for and against the proposed motion. Members speaking for the motion noted that the information was provided within the Annual Report but did not believe it to be suitably accessible for the community to see. Members noted that it was important to show a balance of views and that if a graphic was to be used that one should show the full wage bill across all of the pay bands and not just the over $100,000. Noting recent discussion with respect to Auckland Council on the radio the matter was clearly of public interest. It would be equally appropriate to reflect the fees paid to consultants and contractors. Members speaking against the proposed motion noted that they did not feel the graphic was particularly of benefit if other authorities were not reporting the same information in the same way. It was not appropriate for a regional council to be compared to a territorial authority when given the difference in the nature of their business and staff employed. Cr Minogue moved/cr Livingston seconded FC18/67 1. That the report Annual Report for the year ended 30 June 2018 (Doc # dated 31 August 2018) be received, and The motion was put and carried (FC18/67) Cr Hennebry moved/cr Vercoe seconded That a graph of note 12 that represents the permanent full time staff, and the total remuneration by band be included in the Annual Report Summary document. The motion was put and lost. Doc # Page 33

34 Minutes of the Finance Committee 11 September 2018 On putting the motion a division was called and the voting recorded as For: Crs Hennebry and Vercoe Against: Crs Kneebone, Livingston, Minogue and Quayle. Discussion returned to the remainder of the report and recommendations. Members sought clarity for the difference in the numbers of staff as reported in the Annual report. For clarity they were advised the difference was one recorded the number of full time equivalent employees and the other figure recorded the full head count of staff and included part time employees. The figures provided a measure of employees on the payroll as at 30 June A member sought further clarity to the statement within the chair s foreword that reflected seeing us work together over Taupo Waters. The member sought either removal or explanation of Taupo waters, noting there were a number of community concerns over those ongoing discussions. It was agreed to delete over Taupo waters. A member noted the variations in the benchmark on the graph represented on page 17 of the agenda. By way of explanation it was explained that the representation was of the actual cash flow from operating activities and the difference in returns from investment. It was noted that the Annual Plan treated the cash flow one way and the Annual Report treated it differently. A member questioned the approach to the reporting measure and it was noted that the measure recorded within prudence regulations and as such governed by regulation. Council s classification had been corrected through the Long Term Plan. Members sought a clarification explanation to be included with the graph. Audit New Zealand noted that the audit was on track and that the audit of the report was ongoing with working continuing through the final testing of the performance measures. There were no matters to be bought to the attention of Council. Members noted there would be further minor editorial changes to be made to the do Cr Hennebry moved/cr Livingston seconded FC18/ That the committee approve the 2017/18 Annual Report (Doc # ) and Annual Report Summary (Doc # ) as presented, and RECOMMENDED 3. That the committee recommends the adoption of the 2017/18 Annual Report and Annual Report Summary to the council, and RECOMMENDED 4. That the committee recommends the allocation of $37,000 of the 2017/18 operating surplus for the assurance activities to be undertaken in relation to Project Reboot to the council. The motion was put and carried (FC18/68) Doc # Page 34

35 Minutes of the Finance Committee 11 September 2018 SECTION A: (UNDER DELEGATION FOR THE INFORMATION OF COUNCIL) Regional Software Holdings Limited Audited Annual Report to 30 June 2018 (Agenda Item 6) (Doc # ) Chief Financial Officer (M Garrett) presented the Regional Software Holdings Limited (RSHL) Audited Annual Report to 30 June 2018 to the Finance Committee. Cr Livingston out of the meeting at 10.42am. During questions, answers and related discussion Committee members raised or noted the following matters: A member noted that one director per shareholder seemed out of sync with the business sector where those with larger share holdings had additional directors. In response it was noted that the organisation was formed by way of collaboration with all of the member organisations and the shareholding percentage reflected the size of the councils share in to the cost of development. The Chair of the organisation was Mike Neild from Taranaki and the deputy chair was Councils Chief Financial Officer (CFO). When the CFO retires later in 2018 the Director Community and Services would be the alternative until the position of CFO is filled. Cr Livingston in the meeting at 10.48am. Members directly thanked the CFO for his work representing Council over the last many years. Members noted that the group worked in collaborative way. Cr Quayle moved/cr Minogue seconded FC18/69 That the report Regional Software Holdings Limited Audited Annual Report to 30 June 2018 (Doc # dated 3 September 2018) be received. The motion was put and carried (FC18/69) Minutes (open session) of the Contracts Subcommittee meeting held on 7 August 2018 (Agenda Item 5) (Doc # ) Cr Vercoe presented the minutes of the 7 August 2018 meeting of the Contracts Subcommittee. Doc # Page 35

36 Minutes of the Finance Committee 11 September 2018 Cr Vercoe moved/cr Quayle seconded FC18/70 THAT the Minutes (open session) of the Contracts Subcommittee meeting held on 7 August 2018 be received. THAT the decisions made in Section A of the report be noted. The meeting adjourned at and reconvened at 11.13am. The motion was put and carried (FC18/70) With consent of the meeting Item 9 Proposed Fare Capping Levels for the RITS Smart Card System in the Waikato Region was considered at this time. SECTION B: (FOR RECOMMENDATION TO COUNCIL) Proposed Fare Capping Levels for the RITS Smart Card System in the Waikato Region (Agenda Item 9) (Doc # ) The Manager Public Transport Operations (A Wilson) presented the report that set out the further work that has been undertaken in relation to fare capping for the Waikato Region Smart Card system and seeks endorsement from the Finance Committee to implement the fare capping scheme at the capping levels recommended. During questions, answers and related discussion Committee members raised or noted the following matters: Members noted that the proposed levels were a good option. The buses were running anyway and with a good incentive it would encourage more people to start taking the bus. A member asked whether there was any potential to integrate the bus solution with a proposed rail solution. It was noted for member that there was no knowledge yet as to what the final rail solutions would be, or whether fare capping would be appropriate or able to be connected to the system. A member noted that the proposed solution was for Waikato and that there would be issues integrating with the Auckland system if rail were to be considered. The proposed new ticketing system was an interim solution and would support Waikato while work was ongoing with the National Integrated ticketing system. There was a proposal that Greater Wellington would go to the market with the purpose finding a system that was fit for purpose for an integrated national system. Members noted that once the decision was further discussed and agreed by the Hamilton Public Transport Joint Committee, it would be a good news story to be shared with the region. It was noted for members that the benefits would be highlighted as part of a wider communications plan for the region, closer to the time of the release of the system. Doc # Page 36

37 Minutes of the Finance Committee 11 September 2018 Cr Vercoe moved/cr Livingston seconded FC18/71 1. That the report Proposed Fare Capping Levels for the RITS Smart Card System in the Waikato Region (Doc # dated 3 September 2018) be received, and RECOMMENDED 2. That the committee endorse the following recommendations which have been made with respect to the level of fare cap which should be set: Daily cap: 3 x standard fare Weekly cap: 10 x standard fare RECOMMENDED 3. That this recommendation be submitted to the Hamilton PT Joint Committee for their endorsement. The motion was put and carried (FC18/71) With consent of the Committee the meeting returned to Item 8 Treasury Management and Monitoring Report to 31 August SECTION A: (UNDER DELEGATION FOR THE INFORMATION OF COUNCIL) Treasury Management and Monitoring Report to 31 August 2018 (Agenda Item 8) (Doc # ) Finance Manager (J Becker) presented the report to provide the Finance Committee with an update on the performance of the council s investment fund and cash management for the period ended 31 July 2018 and the status of the external borrowing programme at 31 August During questions, answers and related discussion Committee members raised or noted the following matters: Members noted that the cost of external borrowing had been budgeted at 3.7%. As Council had entered in to those swaps from internal borrowing moving to external debt just after the Reserve Bank announcement of changes, Council had benefited from the timing and achieved an average rate of 2.49%. A member asked whether the Local Government Funding Agency made any provision in finances going forward for climate change risk perspective. In response it was provided this risk sat with individual councils as most councils provided a cross guarantee as a requirement of their membership. Pricewaterhouse Coopers had previously provided advice to Council that the guarantee could be considered as low risk. Doc # Page 37

38 Minutes of the Finance Committee 11 September 2018 Cr Vercoe moved/cr Livingston seconded FC18/72 THAT the report Treasury Management and Monitoring Report to 31 July 2018 (doc # dated 31 August 2018) be received. The motion was put and carried (FC18/72) FC18/73 Resolutions to Exclude the Public Cr Quayle moved/cr Kneebone seconded That the public be excluded from the following part/s of the meeting: The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each matter to be considered 11 Annual Manager Monitoring report 12 Public Excluded Minutes of Contracts Subcommittee Reason for passing this resolution in relation to each matter Good reason to withhold exists under Section 7. Good reason to withhold exists under Section 7. Ground(s) under section 48(1) for the passing of this resolution That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. Section 48(1)(a) That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. Section 48(1)(a) Doc # Page 38

39 Minutes of the Finance Committee 11 September 2018 This resolution is made in reliance on sections 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests 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 are as follows: Item No Interest 11, 12 Protect information where the making available of the information (i) (ii) would disclose a trade secret; or would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information (Schedule 7(2)(b)) 12 Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) (Schedule 7(2)(i)) THAT Russell Garrett and Brian Kearney of Mercer be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of Item 11 Annual Manager Monitoring Report. This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to that matter because Russell Garrett is an author to the report. The motion was put and carried (FC18/73) Return to Open Meeting at 12.35pm Meeting closed at 12.35pm Doc# Doc # Page 39

40 * * * * * Return to the meeting of Council 27 September 2018 Minutes of the Finance Committee 11 September 2018 During discussion, the following was noted: Cr Kneebone was inadvertently recorded as voting twice on page 4 of the minutes. This required correction to record those voting against as Crs Kneebone, Livingston, Minogue and Quayle. Cr Hennebry moved/cr Kneebone seconded WRC18/ THAT the minutes of the open section of the meeting of the Finance Committee held on 11 September 2018 (Doc# ) be received. 2. THAT the decisions in Section A of the minutes be noted. 3. THAT the recommendations contained in Section B of the minutes be adopted. Item 9 Proposed Fare Capping Levels for the RITS Smart Card System in the Waikato Region THAT the committee endorse the following recommendations which have been made with respect to the level of fare cap which should be set: Daily cap: 3 x standard fare Weekly cap: 10 x standard fare THAT this recommendation be submitted to the Hamilton PT Joint Committee for their endorsement. The motion was put and carried (WRC18/315) Environmental and Services Performance Committee 13 September 2018 Open section (Agenda Item 7.6) Doc # Cr White presented the minutes of the open section of the meeting of the Environmental and Services Performance Committee held on 13 September Doc # Page 40

41 Minutes of the Environmental and Services Performances Committee 13 September 2018 Environmental and Services Performance Committee OPEN MINUTES Minutes of a meeting of the Environmental and Services Performance Committee held in Council Chamber, 401 Grey Street, Hamilton East on 13 September 2018 at 10.03am. Chairperson Deputy Chairperson Members Ex officio In Attendance Staff Cr K White Cr K Hodge Cr S Husband (until 12.15pm) Cr B Quayle Cr F Lichtwark Cr A Livingston (until 11.02am) Cr S Kneebone C McLay Director Resource Use B Sinclair Manager, Industry and Infrastructure P Lynch Manager, Investigations and Incident Response L Tupuhi Manager Science and Strategy N Botherway Manager Farming and Maritime Services A Satterfield Team Leader, Education J Cox Democracy Advisor Doc # Page 41

42 Minutes of the Environmental and Services Performances Committee 13 September 2018 Cr Hodge opened the meeting with a Karakia Apologies (Agenda Item 1) Apologies were received from Cr Hayman for absence and Cr Livingston for early departure. Cr Husband moved/cr Quayle seconded EPC18/20 THAT the apologies of Cr Hayman (absence) and Cr Livingston (early departure) be accepted. The motion was put and carried (EPC18/20) Confirmation of Agenda (Agenda Item 2) Cr Hodge and Cr Lichtwark requested updates later in the meeting. Cr Husband moved/cr Quayle seconded EPC18/21 THAT the agenda for the meeting of the Environmental and Services Performance Committee for 13 September 2018, as circulated, be confirmed as the business for the meeting. The motion was put and carried (EPC18/21) Disclosures of Interest (Agenda Item 3) There were no disclosures of interest. SECTION A: UNDER DELEGATION AND FOR THE INFORMATION OF COUNCIL Waste minimisation in the Waikato rohe (Agenda Item 4) Doc # Presented by Education Projects Advisor (L Wyatt) the report provided an overview of waste management and minimisation in the Waikato rohe, with particular comment on recycled materials currently being collected. Doc # Page 42

43 Minutes of the Environmental and Services Performances Committee 13 September 2018 During questions, answers and related discussion had by the Committee the following points were noted: A member questioned whether Council had engaged with the Chamber of Commerce with respect to waste recycling. In response members were advised there was a sub regional group that included Waste Minimisation Officers from Waikato, Waipa and Hamilton Councils. The group had provided a work place guide for businesses wanting to reduce their waste. Council had not engaged directly with the Chamber of Commerce but through the project there had been some involvement. The member noted that the approach of the authorities doing good work and posting on their websites seemed to be a passive approach and would like to see a greater engagement in that space. A member questioned the concept of the lifecycle of products and asked whether there was anyone globally or even in New Zealand providing a lifecycle approach to their products. In response members were advised that there was product stewardship in operation in New Zealand already. Companies like Ag Recovery deals with agriculture and horticulture companies and they offset the cost of collection and recycling of containers. It is a voluntary scheme that farmers can connect with. Territorial Authorities hold the waste collection contracts and Council was interested if there were any adverse effects of the waste on the environment. In terms of rural waste disposal there were on farm collection services for some of the bigger items. Council could engage with the territorial authorities where there was a concern about rural waste disposal in the remote areas. A member noted concern around territorial authorities increasing fees to transfer stations. Their concern was that the increase in fees would see the issue transferred with dumping occurring outside of the urban areas. In response it was noted that there had been research conducted on fly tipping rate in New Zealand and that contained evidence that an increase in the waste transfer fees would not affect those rates. The research paper would be provided to members. A member noted that one of the disposal methods that was not readily available to people was one that processed whiteware and electronic waste. A member noted interest in things like batteries and the disposal of lithium batteries. For members it was noted that the issue was a national issue not just a regional one. It was proposed that if MfE were to present to the Committee on matters like end of life tyres, they could further advise the view held on lithium batteries. Members noted that recycling within the rural area was a numbers game and it was a matter of cost. In response there had been a low cost pop up trial with Ag Recovery in Matamata. The report was that this day had been a success. Members were introduced to Amy Satterfield Team Leader Education, who provided a brief update on all of the education initiatives her team were working with the region Doc # Page 43

44 Minutes of the Environmental and Services Performances Committee 13 September 2018 Cr Hodge moved/cr Lichtwark seconded EPC18/22 1. That the report Waste Minimisation in the Waikato rohe (Doc # dated 24 August 2018) be received. 2. That Waikato Regional Council staff review information to ascertain the scale of the impact on the Waikato region of the change to China s policy on accepting certain recyclable materials and that the findings are reported back to the Environmental and Services Performance Committee. The motion was put and carried (EPC18/22) With consent of the meeting Item 6 was considered at this time. Consent Statistics (Agenda Item 6) Doc # Presented by Manager Industry and Infrastructure (B Sinclair) the report provided an overview of recent work within the consenting section of the Resource Use Directorate. Information is provided on numbers of consent applications received, compliance with consent processing timeframes, details on applications subject to appeal and information regarding significant applications in progress. During questions, answers and related discussion had by the Committee the following points were noted: It was noted that the appeal process that has been in progress with regard the consent held by the ICM Directorate authorising discharges from the Lake Waikare gate has been resolved, and the relevant Consent Order is being placed before the Environment Court for signing. A separate consent held by the Department of Conservation that authorises a weir within the Whangamarino wetland is currently under review. This process is at the stage of gathering technical information. A member questioned whether the possible changes to size of Waikeria Prison, and hence the number of inmates, would have any impact on the infrastructure associated with conveying wastewater from the prison to the Te Awamutu wastewater treatment plant which has recently been re consented. Staff committed to follow up on the question and respond to the member. It was noted that a future possible benefit for that pipeline was that communities like Tokanui may be able to connect to the pipeline. A member questioned how air quality from a crematorium could be measured and why emissions from a cremator require consent but not emissions from a wood burner. In response it was noted that the Regional Plan stated that discharges to air from commercial activities such as a crematorium need to obtain resource consent. The Plan however does not require consent for discharges from domestic heating appliances. The opportunity for Council to revisit the measure would be through the review of the plan. Doc # Page 44

45 Minutes of the Environmental and Services Performances Committee 13 September 2018 There was no further update to provide to members on the application from Wairakei Pastoral Ltd for land use consent, other than what had been included in the report. It was noted for members that the application was from a private company for land where a lease was held by Landcorp. As such the government organisation had an interest in the application. With respect to the review of a consent held by DoC authorising a number of weirs located within the Kopuatai peat dome, members were advised that staff from the Integrated Catchment Management directorate were involved in the process providing information to the Resource Use Directorate. Staff noted that the sites had been constructed with appropriate authorisations. A member raised concern that the RMA and Waikato Regional Plan does not prohibit ponds to be constructed in significant wetlands. Cr Livingston out of the meeting at 11.02am. Members were advised that applications related to a new dairy factory in Otorohanga (Happy Valley Milk) had been lodged but further information was needed before the applications could be progressed further, which would include the re lodgement of certain aspects of the proposal. A member asked about waste water treatment plants whose consents were out of date and what that meant for those consent holders. In response members were advised that there were plants within South Waikato and Waipa where consents had expired, but replacement applications had been lodged and the respective Councils were operating lawfully under the expired consents whilst the new consents are processed as they work with their communities through consultation on potential options. It was noted that there is no set time limit under the RMA stating how long a party can operate under an expired consent. Members noted there was interest from central government in terms the three waters review. Cr Lichtwark moved/cr Quayle seconded EPC18/23 THAT the report Consent statistics (Doc # dated 5 September 2018) be received. The motion was put and carried (EPC18/23) The meeting returned to Item 5 Methyl Bromide Overview. Methyl Bromide Overview (Agenda Item 5) Doc # Presented by Senior Scientist, Land and Soil (J Caldwell) the report provided an overview of methyl bromide use in New Zealand and the Waikato region, its environmental impact, the relevant statutory and policy framework and its relevancy to Waikato Regional Council. A presentation was provided Doc # Doc # Page 45

46 Minutes of the Environmental and Services Performances Committee 13 September 2018 points were noted: When the gas is being used on logs, the use of a tarp is partial containment. When the tarp is removed there is still some gas released to the ozone. The primary concern with the use of the gas is the affect it has on the ozone and the evidence of depletion of the ozone. While it has been used in the soil for many years members noted that there had been no reports of the effects of this use on the New Zealand population. A member sought further information in order to understand the effects on humans and on the ozone. Members noted that the gas was directly toxic to humans and there was a risk of occupational exposure in those areas where the use is still recorded. Members noted that paragraph 23 of the report provided the threshold for reporting to the Environmental Protection Agency was set at 500kg or more of methyl bromide per year. A member asked whether there would be more accurate data if the supplier was asked what was supplied per year rather than the reported amounts. A member noted concern that seeking information directly from the suppliers would duplicate the work done by the Environmental Protection Agency, and in response members noted they were not seeking duplication, just more accurate information on what was happening within our region. Cr Husband moved/cr Quayle seconded EPC18/24 That the report Methyl Bromide Overview (Doc # dated 16 August 2018) be received. The motion was put and carried (EPC18/24) New Stormwater Management Guidelines for the Waikato Region (Agenda Item 7) Doc # Presented by Team Leader Infrastructure (H Keane) the report provided information to the Environment Services and Performance Committee about two new Waikato Regional Council guidelines on urban stormwater management that were released in the first week of July During questions, answers and related discussion had by the Committee the following points were noted: Members acknowledged that the importance of the guidelines Members noted that the guidelines were in place for new developments and did not apply to developments already under consent or construction. Members further noted that they were guidelines and not statutory documents. Members were advised that the district councils held a comprehensive consents granted 10 years ago and that applied across the district. Storm water was only one of the three waters that those councils dealt with. A member noted concern that the suggestion of giving more staff to the Doc # Page 46

47 Minutes of the Environmental and Services Performances Committee 13 September 2018 compliance and monitoring team or the incident and investigations team may not produce the result that members were seeking. Any improvement on the management of current consents and operations were going to require significant investment by those authorities and as such was not something that would happen overnight. A member noted that the guidelines were useful and questioned whether light and heavy industrial areas were considered. In response members were advised that there was a chapter within the guidelines that did cover industrial areas as well as a chapter that covered lifestyle blocks. The Chair, noting the tenure of some of the conversation proposed a subgroup of the Committee to talk with staff on what some of the current issues around stormwater and consents was and what the options were. Crs Quayle, Lichtwark, Hodge and White agreed to participate in such a discussion. Cr Lichtwark moved/cr Quayle seconded EPC18/25 That the report New Stormwater Management Guidelines for the Waikato Region (Doc # dated 13 September 2018) be received. The motion was put and carried (EPC18/25) Cr Husband out of the meeting at 12.15pm. SECTION B: FOR RECOMMENDATION TO COUNCIL Understanding Resource Management Act fines (Agenda Item 8) Doc # Presented by Manager Investigations and Incident Response (P Lynch) the report provided information and respond to a committee enquiry, arising from the Environment Services Performance Committee meeting in June 2018, relating to the penalties (generally fines) that are imposed in Resource Management Act prosecutions in the Waikato. During questions, answers and related discussion had by the Committee the following points were noted: A member asked whether there was a review of the Resource Management Act that would consider the penalties. In response it was noted that there was always some form of Resource Management Act reform in train and in part but there was plenty of scope within the current act to increase deterrence. The fines that were imposed by the court were ordered under the Act. Of that 90% of the fine was ordered to be paid to Council. If paid, those fines would contribute to the budget that would fund further investigations or prosecutions that would be undertaken by the Investigations team. Doc # Page 47

48 Minutes of the Environmental and Services Performances Committee 13 September 2018 Collection of the fines was dealt with by the Ministry of Justice and they work with offenders and accept time payments with agreement. The Ministry use all of the tools with bailiffs and recovery agents to recoup the payments where possible but there had been occasion where fines were remitted. Council would not be proactively advised if the Ministry made the decision to remit the fine. At the time of sentencing the Judge would only look at the current penalty to be applied and will also consider the party s ability to pay a fine. In terms of the punitive effect on the offender, a conviction may impact on a person s ability to travel internationally and where appropriate or possible, assets may be ceased by the Ministry to recoup the fine. When sentencing occurred the start point for a fine was the penalty that the Judge considered should be attributed to the offending. From there the Judge would consider the offender and the ability to pay and then a number of circumstances may come in to the decision to bring down the final amount of the actual fine imposed. A media article was referred to where in a recent case, outside the Waikato, a Judge noted that while it was appropriate to impose a fine in sentencing, as the company had gone in to receivership there was no point in imposing one. Members proposed that a letter be forwarded to the Ministry of Justice via the Ministers Office that would highlight the staff findings. Members agreed that the staff report would be appropriate as background for a letter. Members noted that the fines imposed did still have a deterrent factor as once the judgement was made, that was what was reported. Cr Quayle moved/cr Lichtwark seconded EPC18/26 That the report Understanding Resource Management Act fines (Doc # dated 15 August 2018) be received. RECOMMEND THAT the summary of key findings listed in the report by staff (Doc# ) be forwarded to the Minister of Justice for his information. SECTION A: UNDER DELEGATION AND FOR THE INFORMATION OF COUNCIL Resolution to Exclude Public (Agenda Item 9) Cr Lichtwark moved/cr Quayle seconded The motion was put and carried (EPC18/26) EPC17/27 THAT the public be excluded from the following part/s of the meeting: The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: Doc # Page 48

49 Minutes of the Environmental and Services Performances Committee 13 September 2018 Item No. Item Name and general subject of each matter to be considered 10 Insurance in Resource Management Act Prosecutions Reason for passing this resolution in relation to each matter Conclusive reasons to withhold exist under Section 6 11 Update on Prosecutions Conclusive reasons to withhold exist under Section 6 Good reason to withhold exists under Section 7. Ground(s) under Section 48(1) for the passing of this resolution That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. Section 48(1)(a) That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. Section 48(1)(a) This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Sections 6 and 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public are as follows: Item No. Reason/s for withholding official information Section/s 10, 11 Maintenance of the law and right to a fair trial S6(a) 11 Protect the privacy of natural persons, including that of S7(a) deceased natural persons 11 Legal privilege S7(g) The motion was put and carried (EPC17/27) Return to Open Meeting at 1.12pm. Cr Hodge closed the meeting with a karakia. Meeting closed at 1.13pm. Doc # Doc # Page 49

50 * * * * Return to the meeting of Council 27 September 2018 Minutes of the Environmental and Services Performances Committee 13 September 2018 During discussion, the following was noted: Concern was raised about compliance with the conditions of resource consents involving storm water, particularly in relation to higher risk areas. Council was working with territorial authorities to make improvements in this area. The Director Resource Use (C McLay) indicated that: the impact of new storm water guidelines on Council practice was being considered. the consent status of the trial of end of life tyres as a sea wall in Raglan Harbour would be checked along with related conditions. There were examples of joint ventures with industry using end of life tyres as fuel. Staff were thanked for all their work undertaken to deal with end of life tyres over recent years. Cr White moved/cr Lichtwark seconded WRC18/ THAT the minutes of the open section of the meeting of the Environmental and Services Performance Committee held on 13 September 2018 (Doc # ) be received. 2. THAT the decisions in Section A of the minutes be noted. 3. THAT the recommendations contained in Section B of the minutes be adopted. Item 8 Understanding Resource Management Act fines THAT the summary of key findings listed in the report by staff (Doc # ) be forwarded to the Minister of Justice for his information. The motion was put and carried (WRC18/316) Hamilton Public Transport Joint Committee 14 September 2018 (Agenda Item 7.8) Doc # Cr Rimmington presented the minutes of the Hamilton Public Transport Joint Committee held on 14 September Doc # Page 50

51 Minutes of the Hamilton Public Transport Joint Committee held on 14 September 2018 Hamilton Public Transport Joint Committee OPEN MINUTES Minutes of a meeting of the Regional Public Transport Plan Development Subcommittee held in Council Chambers, Waikato Regional Council, 401 Grey Street, Hamilton East on 14 September 2018 at 10.02am Waikato Regional Council Hamilton City Council Waikato District Council Waipa District Council NZ Transport Agency Waikato Regional Council Present: Members Cr R Rimmington Cr L Tooman Cr D Fulton Cr J Bannon M Kettle Cr J Hennebry in meeting at 11.04am In attendance Hamilton City Council Cr G Taylor Staff In Attendance: M Garrett Chief Financial Officer A Wilson Manager, Public Transport S Marinkovich Team Leader, Customer Focus A Carnell Team Leader, Network Planning and Performance T Bio Democracy Advisor Doc # Page 51

52 Minutes of the Hamilton Public Transport Joint Committee held on 14 September 2018 SECTION A: (UNDER DELEGATION FOR THE INFORMATION OF COUNCIL) Apologies (Agenda Item 1) Apologies were received from Gerri Pomeroy Access and Disability, Cr J Hennebry Waikato Regional Council (lateness) and Cr D Macpherson Hamilton City Council. Cr Rimmington moved/cr Tooman seconded. HPTJC18/07 THAT the apologies of Gerri Pomeroy of Access and Disability, Cr Hennebry of Waikato Regional Council (lateness) and Cr Macpherson of Hamilton City Council be accepted. The motion was put and carried (HPTJC18/07) Confirmation of Agenda (Agenda Item 2) Members agreed to confirm the agenda with the addition of the deputation to be considered following confirmation of the minutes. Cr Fulton moved/cr Bannon seconded. HPTJC18/08 THAT the agenda of the meeting of the Hamilton Public Transport Joint Committee of 14 September 2018, in addition to the deputation of Joy Ho, be confirmed as the business for the meeting. The motion was put and carried (HPTJC18/08) Disclosures of Interest (Agenda Item 3) There were no disclosures of interest. Minutes of Previous Meeting (Agenda Item 4) Doc # Cr Tooman moved/cr Fulton seconded. HPTJC18/09 THAT the Minutes of the Hamilton Public Transport Joint Committee meeting of 18 May 2018 be received and approved as a true and correct record. The motion was put and carried (HPTJC18/09) Deputation from Joy Ho (Agenda Item 4) A deputation, which spoke to matters relevant to funding a disability concession on the buses was presented by Joy Ho. Doc # Page 52

53 Minutes of the Hamilton Public Transport Joint Committee held on 14 September 2018 During questions, answers and related discussion the Committee the following points were noted: Auckland and Wellington had a disability concession already in place for public transport. Waikato Regional Council does not have a disability concession for public transport. It was estimated that the cost to implement a disability concession for public transport would equate to around $50,000 $200,000 per annum. Ms Ho presented the Chair of the Hamilton Public Transport Joint Committee with a petition titled Petition to Waikato Regional Council Busit Services for free local bus fares for people with disabilities in the Waikato Region. The Chairman, on behalf of the Committee, thanked Ms Ho for the time taken to present to the Committee. The Chair advised that her submission would be included in the Draft Regional Public Transport hearing process, and that this was an issue that every council should be looking into. With the consent of the members, the meeting resumed with Item 5 Resignation from Access and Mobility representative and appointment of replacement. Resignation from Access and Mobility representative and appointment of replacement (Agenda Item 5) Doc # Chief Financial Officer (M Garrett) presented a report to inform the Joint Committee of the resignation from Gerri Pomeroy (Access and Mobility representative) and to afford the Joint Committee the opportunity to discuss, consider and appoint a representative for Access and Mobility. During questions, answers and related discussion the Committee the following points were noted: The paper was taken as read and members indicated that that Option two was their preference that Hamilton Public Transport Joint Committee reserve their right to appoint a new Access and Mobility representative until further notice. Staff would send a letter recognising Gerri s valued contribution to the Joint Committee. Cr Rimmington moved/cr Tooman seconded. HPTJC18/10 THAT the report Resignation from Access and Mobility representative and appointment of replacement (Doc # dated 4 September 2018) be received and; THAT the Hamilton Public Transport Joint Committee reserve their right to appoint a new Access and Mobility representative until further notice. The motion was put and carried (HPTJC18/10) Doc # Page 53

54 Minutes of the Hamilton Public Transport Joint Committee held on 14 September 2018 Hamilton Public Transport Update (Agenda Item 6) Doc # Manager of Public Transport (A Wilson) presented information on matters relevant to the implementation and monitoring of the Waikato Regional Public Transport Plan During questions, answers and related discussion the Committee the following points were noted: New ticketing system Fare capping The advantage for customers is that they would not need to worry about how much they would have to budget for public transport fares for a week as capping fares would work it out for them. It was noted that staff would analyse other fare capping data and information from regions that had introduced this model and report it back to the Committee for discussion at the November meeting. Implementation plan At the last Joint Committee meeting members had considered and endorsed a transition approach and policies that would govern the roll out of the new system within the Waikato issuing super gold cards for free indefinitely. It was noted that that the Waikato Regional Council was the only council in the consortium that would be distributing free cards post transition to Supergold customers. Staff would be able to provide information on the number of super gold cards users at the next Joint Committee meeting. In terms of fare revenue risk, it was highlighted that the Super Gold card would produce a different sound when swiped than the smart cards. CCTV and data analysis were discussed in order to help lower the risks involved. The Joint Committee were informed that the implementation plan would go live before local body elections with the goal to ensure smooth transition. It was clarified that Super Gold users would be able to obtain a Super Gold card from the Transport centre in Hamilton and there were ongoing discussions with other Councils to ensure provision of the cards from other sites in the region. There was also an option to order a card by phone. This would require a verification of address and personal details. Fare increase It was noted that when the new ticketing system comes in, fare capping would also apply to rural areas too. Doc # Page 54

55 Minutes of the Hamilton Public Transport Joint Committee held on 14 September 2018 A recommendation was sought from the Joint Committee on whether to implement the fare increase ahead of the roll of the new ticketing or alternatively to defer the increase to coincide with the revised project timeline for the new system. Members reconfirmed the recommendation made from last meeting that the fare increase be timed for the implementation of the new ticketing system. Ministry of Education update The result of this discussion was that the Joint Committee recommended that the Chair of the Regional Transport Committee seek a political dialogue with the Ministry of Education Chief Executive or Minister of Transport to address the issues identified in the report. Bus Back Advertising Sensitive Advert policy It was understood that staff wished to ensure the Joint Committee was comfortable with policies related to potentially sensitive advertising. These policies would enable agencies to sell content without needing Council to approve each advertisement. It was noted that Council would look to explicitly exclude any form of advertising relating to four main points, as per page 8 of the report (page 23 of the agenda). Discussion focused on the possible exclusion of bus back advertising that promoted individuals participating in local and central government elections. It was decided by a show of hands that individuals participating in local and central government elections be allowed to advertise their campaign by using bus back advertising. Cr J Hennebry in the meeting at 11.04am Cambridge Corridor Project Update It was highlighted that there had been a workshop recently held on how to get the public on alternate modes of transport. Scope of the project was identified encompassing Cherry Lane to the Hillcrest roundabout. The challenge was noted as coming off from the expressway and members noted the example of this was the hour ride from the Transport centre to the Hillcrest roundabout. Staff advised they would keep the Committee updated as this matter progressed. District Services Waipa District A member noted that the understanding was there was to be an established link between Cambridge and Te Awamutu via the airport. This was a required link from the point of Waipa District Council and would be considered as part of the stakeholder engagement. Doc # Page 55

56 Minutes of the Hamilton Public Transport Joint Committee held on 14 September 2018 Waikato District North Waikato PT Improvements It was understood that at this point in time the Huntly to Pukekohe service was currently working at once a fortnight but this would move to more frequent times. There was a need to work with the Waikato District Council on provisions of bus stops among other factors regarding the implementation of the new services. City services Hamilton Youth Concession The matter of Hamilton City Council Access Hamilton taskforce was discussed. It was identified that this concession would apply to persons 18 years and under. This had yet to go to a full council meeting of Hamilton City. It was understood that Hamilton City Council were looking to work with Waikato Regional Council in terms of producing a business case, however Hamilton City Council would need to formally approach Waikato Regional Council before this could occur. New Central Connector Service Manager, Public Transport (A Wilson) gave a brief update on this project. Rideshare Pilot Manager, Public Transport (A Wilson) updated the Committee on the Rideshare pilot concept. It was understood that pricing would be higher for origin to destination and lower for local public transport centres with the idea to compliment public transport instead of competing with it. The expectation was this was a rideshare and therefore the customer would expect to share the ride should the route be able to pick up another customer. The Night Rider bus was identified at the last Joint Committee meeting, to be used as the first potential trial. The policy framework identified the possibility of integration with other modes of transport services such as taxis. There was an expectation that this should be able to go into operation by next year. Vehicles would be specifically marked and a tender would be considered. Members felt it important that the distinction be made that this would be a shuttle and not a taxi. Operations Activity Report In relation to patronage, the figures are actually stronger than what can be reported. It was noted that figures presented to the committee at this meeting included August figures as well. Doc # Page 56

57 Minutes of the Hamilton Public Transport Joint Committee held on 14 September 2018 Members expressed their support and views of satisfaction with the current data. Industrial action Staff provided an update on this matter. Members noted their support for drivers to receive living wage but there were concerns was around how they would get there and the funding for it. It was understood that Waikato Regional Council s formal position was that they were waiting for advice from the Ministry of Transport for their position on this issue of the living wage. Members noted that the Waikato Regional Council does not have a formal policy on living wage. City Council infrastructure It was noted that there was funding available to find appropriate locations for new bus shelters. M Kettle moved/cr D Fulton seconded. HPTJC18/11 THAT the Hamilton Public Transport Update (Doc # dated 14 September 2018) be received. The motion was put and carried (HPTJC18/11) Meeting closed at 12.34pm Doc # Doc # Page 57

58 * * * * * Return to the meeting of Council 27 September 2018 Minutes of the Hamilton Public Transport Joint Committee held on 14 September 2018 During discussion, the following was noted: Council had received assurance from GoBus management that bus driver hours were monitored to address health and safety concerns. The impact of the Public Transport Operating Model on bus drivers terms and conditions was under review by central Government. Cr Rimmington undertook to look into the frequency of buses stopping at Hamilton Gardens and the adequacy of current services. Cr Rimmington moved/cr Vercoe seconded WRC18/ THAT minutes of the Hamilton Public Transport Joint Committee held on 14 September 2018 (Doc # ) be received. 2. THAT the decisions in Section A of the minutes be noted. The motion was put and carried (WRC18/317) Adoption of the 2017/18 Annual Report and Annual Report Summary (Agenda Item 9.4) Doc # , and Presented by the Chief Financial Officer (M Garrett), the Corporate Planning Manager (N Hubbard) and Audit New Zealand (J Williams) to enable Council to adopt the final 2017/18 Annual Report and Annual Report Summary. During discussion, the following was noted: The reference to AON on page 3 of the report should be AECOM. The Chief Executive thanked the staff involved for the development of the Annual Report and the Annual Report Summary. Mr Williams from Audit New Zealand advised Council that the audit was complete with no major issues identified. Cr Livingston moved/cr Quayle seconded WRC18/ THAT the report Adoption of the 2017/18 Annual Report and Annual Report Summary dated 18 September 2018 (Doc # ) be received. 2. THAT Council adopt the 2017/18 Annual Report (Doc # ) and Annual Report Summary (Doc # ) as presented, subject to final formatting and minor editorial changes. 3. THAT Council authorises the Chair and Chief Executive to sign the Audit New Zealand Letter of Representation on behalf of Council. The motion was put and carried (WRC18/318) Doc # Page 58

59 External Committee reports There were no reports from external committees. Cr Lichtwark left the meeting at 12.05pm Cr Lichtwark returned to the meeting at 12.15pm Cr Kneebone left the meeting at 12.10pm Cr Kneebone returned to the meeting at 12.20pm Health and Safety Report August 2018 (Agenda Item 9.1) Doc # Presented by the Director Community and Services (N Williams) to report on the monthly health and safety Council dashboard and any other health and safety topics of relevance to Council. During discussion, it was noted that staff use of the employee assistance programme provided Council with an indication of employee stress levels. Cr Quayle moved/cr Rimmington seconded WRC18/319 THAT the Health and Safety Council Report August 2018 dated 10 September 2018 (Doc# ) be received. Cr Hayman left the meeting at 12.25pm Cr Hayman returned to the meeting at 12.28pm The motion was put and carried (WRC18/319) Draft Surf Life Saving Services Funding Deed Waikato Regional Emergency Services (Agenda Item 9.2) Doc # and Presented by the Director Community and Services (N Williams) and the Principal Advisor Community and Services (I Ageel) for endorsement of the funding deed developed between Council and Surf Life Saving Services as a recipient of the Waikato Regional Emergency Services Fund. Cr Kneebone moved/cr Mahuta seconded WRC18/ THAT the report Surf Life Saving Services Funding Deed Waikato Regional Emergency Services dated 4 September 2018 (Doc # ) be received. 2. THAT the Surf Life Saving Services Funding Deed (Doc# ) be endorsed. The motion was put and carried (WRC18/320) The meeting adjourned for lunch at 12.37pm The meeting reconvened following lunch at 1.14pm Crs Lichtwark and Simcock remained out of the meeting Doc # Page 59

60 Memorandum of Understanding between Waikato Regional Council and Trust Waikato (Agenda Item 9.3) Doc # Presented by the Director Community and Services (N Williams) to seek approval for the signing of a Memorandum of Understanding between Waikato Regional Council and Trust Waikato. During discussion, the following was noted: Most parts of the Waikato region was covered by the Trust. Other funding may be available in areas not covered. There was a perception that the southern parts of the region were underrepresented as recipients of this type of funding. Co funded projects would require a level of acceptance that intended outcomes would be achieved. Council would look at applications on a case by case, ensuring alignment across both organisations. The Memorandum of Understanding provided an opportunity to work on mutual goals. It was expected that there would be others due to their potential to increase Council impact alongside other organisations. Cr Kneebone moved/cr Mahuta seconded WRC18/ THAT the report Memorandum of Understanding between Waikato Regional Council and Trust Waikato dated 10 September 2018 (Doc # ) be received. 2. THAT the Memorandum of Understanding between Waikato Regional Council and Trust Waikato is signed by the Chair. The motion was put and carried (WRC18/321) Crs Lichtwark and Simcock returned to the meeting late following lunch at 1.29pm Waikato Plan Leadership Committee and Waikato Plan update (Agenda Item 9.6) Doc # Presented by the Chief Executive (V Payne) to provide an update on the Waikato Plan project, which includes Council endorsement for the revised Terms of Reference and re formation of Waikato Plan Leadership Committee. During discussion, the following was noted: The change to standing committee status would streamline activity. Concern was raised about duplication with other groups such as the Mayoral Forum and the Regional Economic Development Agency along with the impact of Memoranda of Understanding. Noting that the staff recommendations had not been moved or seconded, Cr Rimmington put the motion: THAT the Waikato Plan Leadership Group Joint Committee be disbanded forthwith. Doc # Page 60

61 During the ensuing discussion Cr Quayle foreshadowed an amendment to the staff recommendations to include the requirement for a review prior to the next triennium elections at number 2.d. Discussion continued as follows: Direction had been provided by central Government as to the importance of a single regional voice. The Committee would assist in establishing and maintaining central Government support for regional initiatives. The Committee provided a unique leadership forum for regional achievements covering all the Well beings. It would act as a clearing house to ensure initiatives in the Waikato were integrated. It s effectiveness of would be monitored. The Committee followed direction from, and was fully supported by, the Mayoral Forum. It was acknowledged that the Waikato Plan acted as an important forum for iwi participation, including other regional sectors and partners. Concern was raised about the allocation of resources to the Committee, its level of delegation and its make up including the number of Councillors on the Committee and the appointment process for the chair. Council s commitment to the Waikato Plan was included in the Long Term Plan. The implementation of the Waikato Plan had been budgeted and no further funding would be required. Commitment to activities moving forward would be considered on a case by case basis. The operation of the Committee would be reviewed over time. At the conclusion of discussion, Cr Hennebry seconded Cr Rimmington s motion. A division was called and the result recorded below on a show of hands. Cr Rimmington moved/cr Hennebry seconded THAT the Waikato Plan Leadership Group Joint Committee be disbanded forthwith. Councillor For Against Abstained Absent Cr White Cr Hennebry Cr Rimmington Cr Minogue Cr Mahuta Cr Hodge Cr Quayle Cr Vercoe Cr Livingston Cr Hayman Cr Kneebone Cr Lichtwark Cr Simcock Cr Husband The motion was put and lost During the discussion that followed it was agreed to put the staff recommendations omitting number 2.d. altogether as follows: Doc # Page 61

62 2.d. THAT the Waikato Plan Leadership Committee will endure and will not be discharged at the point of the next election period in accordance with Clause 30(7), Schedule 7 of the Local Government Act Cr Quayle moved/cr Vercoe seconded WRC18/ THAT the report Waikato Plan Leadership Committee and Waikato Plan update dated 17 September 2018 (Doc # ) be received. 2. THAT the following recommendations be adopted: a. THAT pursuant to Clause 30(7), Schedule 7 of the Local Government Act 2002, the Waikato Plan Leadership Group Joint Committee be disestablished. b. THAT pursuant to Clause 30(1), Schedule 7 of the Local Government Act 2002, the Waikato Plan Leadership Committee be established as a committee of Waikato Regional Council, and that the Committee has the terms of reference and membership as outlined in Attachment 1. c. THAT the Waikato Plan Leadership Committee be delegated the authority to implement the Waikato Plan in accordance with the delegated functions set out in the Terms of Reference as outlined in Attachment 1. e. THAT the Co Chairs and Deputy Co Chairs of the Waikato Plan Leadership Committee be appointed in accordance with the Terms of Reference as outlined in Attachment 1. f. THAT Council confirms the appointment of Chair Alan Livingston as the Waikato Regional Council representative on the Waikato Plan Leadership Committee. The motion was put and carried (WRC18/322) Waikato Civil Defence Emergency Management Group Joint Committee 3 September 2018 (Agenda Item 7.7) Doc # Cr Vercoe presented the minutes of the meeting of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September Doc # Page 62

63 Minutes of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September 2018 Waikato Civil Defence Emergency Management Joint Committee MINUTES Minutes of a meeting of the Waikato Civil Defence Emergency Management Joint Committee held in Council Chamber, 401 Grey Street, Hamilton East on 3 September 2018 at 1.02pm. Present: Hamilton City Council Hauraki District Council Matamata Piako District South Waikato District Council Taupō District Council Thames Coromandel District Council Waikato Regional Council Waipā District Council Waitomo District Council In Attendance: Ministry of Civil Defence and Emergency Management Staff Cr J Casson Cr P Buckthought Cr B Hunter Mayor J Shattock Cr A Park Cr R Simpson Cr H Vercoe (Chair) Cr J Bannon Cr A Goddard S Vowles L Cavers CEG Chair L Hazelwood Group Controller J Snowball Group Controller Thames Valley M Bang GEMO Team Leader G Talbot Group Recovery Manager D Kruger GEMO Strategy & Planning J Cox Democracy Advisor Doc # Page 63

64 Minutes of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September 2018 SECTION A: (UNDER DELEGATION FOR THE INFORMATION OF COUNCIL) Welcome The Chair welcomed members to the meeting. Apologies (Agenda Item 2) Apologies were received from Cr Smith and Cr Fulton (Waikato District Council), Cr Lee (South Waikato District Council), Cr Williams and Mayor Baxter (Otorohanga District Council) and Cr Tooman (Hamilton City Council). Cr Goddard moved/cr Hunter seconded. CD18/30 THAT the apologies of Cr Smith, Cr Fulton, Cr Lee, Cr Williams, Mayor Baxter, and Cr Tooman be accepted. The motion was put and carried (CD18/30) Confirmation of Agenda (Agenda Item 3) Cr Vercoe moved/cr Park seconded. CD18/31 THAT the agenda of the meeting of the Waikato Civil Defence Emergency Management Joint Committee of 3 September 2018, as circulated, be confirmed as the business for the meeting. The motion was put and carried (CD18/31) Disclosures of Interest (Agenda Item 4) There were no disclosures of interest. Minutes of Previous Meeting (Agenda Item 5) Doc # Cr Simpson moved/cr Buckthought seconded. CD18/32 THAT the Minutes of the Waikato Civil Defence Emergency Management Joint Committee meeting of 25 June 2018 be received and approved as a correct record. The motion was put and carried (CD18/32) Doc # Page 64

65 Minutes of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September 2018 Ministry of Civil Defence & Emergency Management Update (Agenda Item 6) Doc # , Presented by the Regional Emergency Management Advisor (S Vowles) the report provided the Committee with an update regarding the work programme undertaken by the Ministry of Civil Defence and Emergency Management. Mayor Shattock in the meeting at 1.04pm. During questions, answers and related discussion, the following was noted: The outcomes of the CDEM review ( Delivering better responses to natural disasters and other emergencies ) were wide ranging and considered operational matters like How do we make our responses better to societal outcomes and how we incorporate Iwi in to planning. The Draft National Strategy was being worked on and there would be a chance for the Joint Committee and territorial authorities to provide comment and make submissions. The strategy was expected to be released between October and December Cr Simpson moved/ Cr Bannon seconded. CD18/33 THAT the report Ministry of Civil Defence & Emergency Management Update (Doc # dated 22 August 2018) be received. The motion was put and carried (CD18/) Summary of Coordinating Executive Group Minutes (Agenda Item 7) Doc # Presented by the Coordinating Executive Group Chair (L Cavers) the report provided the Committee with a summary of the minutes taken at the Coordinating Executive Group Meeting that took place on 17 August During questions, answers and related discussion, the following was noted: A member, noting the discussion on the alerting device asked whether it would be picked up for use by territorial authorities. In response it was noted that Tauranga and Thames Coromandel District Council were leading the way with the alerting device. One of the objectives of the working party was to look at broader technology so that the device was suitable for all areas of the country and not just on localised technology. The project was only in the feasibility phase and this will be followed by research and development phase and then testing and evaluation of a device. In terms of review of the National Strategy from MCDEM members noted that the Group Emergency Management Office would review the strategy and report to CEG. From there depending on timeframes for responses and meetings it would Doc # Page 65

66 Minutes of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September 2018 be determined whether the submission would meet the standard meeting schedule or whether there would be an extraordinary meeting for the Joint Committee. Territorial authorities could make their own submission but it would be useful to all the authorities if their submission took in to account the group submission, as they would not want to be at odds with the group submission. Cr Bannon moved/cr Park seconded. CD18/34 THAT the report Summary of Coordinating Executive Group Minutes (Doc # dated 21 August 2018) be received. The motion was put and carried (CD18/34) GEMO Report (Agenda Item 8) Doc # Presented by the Team Leader Group Services (M Bang) the report provided the Committee with an update on the activities undertaken by the Group Emergency Management Office. During questions, answers and related discussion, the following was noted: 100% staffing numbers equated to around 13 staff. A member asked what was going to happen with the work plan that had gotten off track. In response it was noted that some time ago the team had discussed the process of operationalising all the high level goals. Over that time while the goals were being discussed the team has gone through a period of change and further work was needed to bring all new staff on board with the programme. In terms of re evaluating the priorities the Group Emergency Management Office would bring a report to the CEG and then to the Joint Committee. The timing of this would be after the TAG review, as there may be further need identified through the review to consider priorities. It was expected that this review and re consideration of priorities would be complete by the end of the year and reported through early Mayor Shattock moved/cr Casson seconded. CD18/35 THAT the report GEMO Report (Doc # dated 21 August 2018) be received. The motion was put and carried (CD18/35) Appointment of Local Recovery Managers (Agenda Item 9) Doc # Presented by the Group Controller (L Hazelwood) and Recovery Manager (G Talbot) the report provided the Committee with the opportunity to consider the suitability of Doc # Page 66

67 Minutes of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September 2018 the nominated candidates for the position of Local Recovery Manager. Members were advised that the report did not include the alternate Recovery Manager for Waikato District Council, and were asked to consider Reece Turner for the position, along with the other appointments. A copy of the Ministry document for the powers of a Recovery Manager during transition was tabled for members. During questions, answers and related discussion, the following was noted: Each council had thought about their appointment for the position of Local Recovery Manager and in some cases had also put forward an alternate member. Waitomo District Council were working with staff on an appointment for their council. The key for the appointments was local level knowledge and all local managers would be supported by the Group Recovery Manager. The Group Recovery Manager was contributing to a National competency framework for recovery managers that would be similar to the policy adopted for Local Controllers. Members noted that through the Group Plan the Joint Committee were required to approve the appointments of the Local Recovery Manager before powers were able to be used. Cr Park moved/cr Bannon seconded. CD18/36 1. THAT the report Appointment of Local Recovery Managers (Doc # dated 21 August 2018) be received. 2. That the Joint Committee appoint the following candidates as Local Recovery Managers in their specified areas: Hamilton City: Paul Gower, Sarah Steel Hauraki District: Peter Thom Matamata Piako District: Dennis Bellamy Otorohanga District: Roger Brady South Waikato District: Andrew Pascoe Taupo District: Brian Fox, Gareth Robinson Thames Coromandel District: Ken Coulam, Trevor Butler Waikato District: Kurt Abbot, Reece Turner Waipa District: Barry Bergin The motion was put and carried (CD18/36) Group Controllers Out Brief (Agenda Item 10) Presented by the Group Controller (L Hazelwood) the Committee received a verbal update on matters of interest from the Group Controller. Doc # Page 67

68 Minutes of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September 2018 During questions, answers and related discussion, the following was noted: The Chair requested that the notes the Group Controller had on the achievements in his time be appendixed to the minutes. The Chair noted that the Joint Committee could be proud of providing the support to the team to enable all of the achievements listed in the brief. Cr Vercoe moved/cr Park seconded. CD18/37 THAT the verbal report from the Group Controller be received. The motion was put and carried (CD18/37) Cr Vercoe moved/cr Park seconded. CD18/38 THAT the Joint Committee note their thanks and appreciation to the outgoing Group Controller Lee Hazelwood for his work and achievements for Civil Defence in the Waikato The motion was put and carried (CD18/) Items for the Next Meeting Agenda Item There was no discussion about proposed reports or items and members noted the next meeting scheduled for 19 November 2018 at the Genesis building. Meeting closed at 1.58pm. Doc # Doc # Page 68

69 Minutes of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September 2018 Appendix 1 Outgoing report of Group Controller Report Out As you are probably aware I am heading off to Air New Zealand to become the Manager of Emergency Response and Business Resilience. I would like to take this opportunity to review where the Group was, what we have collectively achieved and where I believe you need to go. 7.5 years ago I was brought on to help governance continue the improvements they had set in place after the infamous worst in the nation M&E. It was an exciting time for someone like me to enter CDEM in NZ. I was and still am a builder and a fixer. Waikato was a green fields environment and nationally there was no end of issues to fix. Both environments in which I thrive. Most impactful however was that I was coming under the direction of a governance group (the CEG and JC) that was keen and, more importantly, motivated to make a change, and whether they intended it or not, a difference. Furthermore, we also had a highly skilled REMA who was not going to let anything fail on her watch. To coin the old term, the environment was such that we could make great music together! To date the Waikato CDEM Group, its stakeholders, the GEMO and the Local CDEM staff has: Established the first policy to greatly enhance the engagement and capabilities of controllers in the country. We also went on to be the first to integrate into its Group Plan the concept of controllers working across boundaries. The Waikato was the birthplace of the integrated training framework, a grass roots attempt to standardise and enhance training across New Zealand. This is now the nationally adopted programme which will be rolling out functionally training under the auspices of MCDEM this year. The ITF Steering Committee was also pivotal in the decision to reinitiate a Controller Training Programme. Moved from 16 th to 6 th in four years in the national audit. Developed probably the best model of CDEM integration into council BAU anywhere in the country, in the form of WDC. Established a model of CDEM project management and metrics reporting that was often quoted as best practice for the broader sector. Moved a dysfunctional and non productive Lifelines committee into an engaged body of sector representatives who have overcome a number of proprietary interest challenges to complete a number of collaborative projects of value to both CDEM and Lifeline entities. 25 members. Created a highly effective welfare model both under MSD and now as a CDEM led programme. A model that has resulted in our region s welfare members being utilised extensively (often requested by name) in practically every significant event in New Zealand since ChCh. Bourne out of our welfare programme is the Waikato Primary Sector Adverse Event Cluster Group 45 agency strong. A model now being rolled out across the country. Initiated the Caldera Advisory Group in partnership with BoP. Brought six organisations together to agree on the protocols for managing volunteers across the region. Putting us in a position whereby we should a large scale event occur we have the networks in place to manage one of the most challenging aspects of response in a disaster. Through our partnership with WRC, in the form of Derek Phyn, are leading the nation in GIS application in emergencies both here and on a national level. After a number of hurdles, have established the first IL4 public/private sector CC facility in the nation. Doc # Page 69

70 Minutes of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September 2018 Created a Local Recovery Plan approach which was emulated by a number of regions. Built the strongest emergency management Social Media profile in the country, recognized and often discussed by TV, radio and print media both nationally and internationally. Influencing a mass change by government agencies in how to deliver and risk manage social media; from GNS to NZ Police. We were first to have a fulltime EMIS coordinator, first and only to complete a regional resource register for EMIS, first to have an LUC project manager on staff funded by Lifelines, first to develop a Regional PIM Group capability, first to fund membership of International Association of Emergency Managers for all staff, first to adopt an emergency vehicle policy, first to have a large scale evacuation plan thanks to Irving Young (adopted by Auckland and BoP), first, in cooperation with BoP, to develop a Maeria Preparedness toolkit, first to create a regional alliance to improve inter regional cooperation. This region has directly influenced changes at the national level in: o Capability development o GIS o Welfare o Structures for inter regional cooperation 3 ministerial awards have been received at the governance, management and staff level for contributions to the sector We have provided the development ground for the leaders of the future such as Greg Ryan with WRC and Matt Prior with AIG We have provided the environment for such highly competent individual s as Kelly Newell with WDC and Julian Snowball with Thames to master their exceptional skills We have nurtured a number of individuals who are now seen as the top subject matters experts in their field such as Irving Young and Danielle Kruger We have deployed 51 staff to such events as o Manawatu Whanganui/Taranaki (2015?) 3 o Kaikoura 30 o Edgecumbe 9 o Ruapehu snow event 3 o New Plymouth Cyclone Gita 4 o Rotorua Ngongotaha floods 2 We have received a number of awards or nominations for social media and others initiatives (Vodafone/Fulton Hogan/WRC Collaboration awards) One of our controllers has been asked to speak at the national toolbox We have created a step change in the likes of HCC score improvement and a culture of transparency Our most recent event in the region was viewed by senior members of MCDEM as one of the best they have encountered in their time We are currently driving the national policy on deployment And, finally, we have a local across border initiative that may well become a national model for in fill home alerting, courtesy of Gary Towler and Thames. Where to from here: Challenges Broader responsibilities Loss of response skill sets More help needed from council SME s Doc # Page 70

71 Minutes of the Waikato Civil Defence Emergency Management Group Joint Committee held on 3 September 2018 Greater engagement with non traditional partners: Corporate citizenship Focus on BCP and leverage results Fonterra today Interconnectedness of risk Bring business into to be part of the solution and the desig of our future Continue to support outreach through training Support national initiative between GMs to drive more efficiency Lee Hazlewood BSc, CEM CDEM Group Manager / Controller Waikato CDEM Group Group Emergency Management Office P: F: M: Private Bag 3038, Waikato Mail Centre, Hamilton 3240 Please consider the environment before printing this Doc # Page 71