Minutes of Council meeting

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 26 June 2019 commencing at 1.03pm.

1. Present

Her Worship the Mayor - Mrs T H Collis, Crs J E Crispin, A K Franklin, S A Hull, C J Isaacson, P A Johns, K A Sutherland and A J Thompson.

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr M Maxwell - Economic Development and Communications Manager

Mr R Suppiah - Chief Financial Officer

Mr W Labuschagne - Senior Financial Accountant

Mr C McKay - Finance Manager

Mr R Cannon - Alliance Performance Manager

Ms R Linkhorn - Senior Projects Advisor

Mr D Watson - Group Manager Plant and Property

Mr M Thomas - Strategy and Policy Adviser

Ms E Roberts - Revenue Manager

2. Council Prayer

2.1	The Mayor opened the meeting with the Council Prayer.

3. Apologies

3.1	That an apology be sustained from Cr A L Benbow (Deputy Mayor) for non-attendance at the meeting. Crs Isaacson/Thompson Carried

4. Public Forum

4.1

Nil

5. Notification of Items Not on the Agenda

5.1

Nil

6. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business

6.1

Nil

7. Personal Matters

7.1

Nil

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 29 May 2019 (as circulated) be confirmed as a true and accurate record of the meeting.* *Crs Thompson/Sutherland Carried*

9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda

9.1	Signage Notifying When Saddle Road is Closed (Item 10.4.3)
9.1.1	New Zealand Transport Agency has been contacted to convey the concern raised regarding a lack of signage in Woodville notifying drivers when the Saddle Road is closed.
9.2	Proposed Sale of Birch North Forest (Item 11.3.1)
9.2.1	Crs Crispin and Sutherland have both formally withdrawn from any direct involvement with Property Brokers submitting an expression of interest to market the proposed sale of this property.

10. Community Boards and Community Committees Reports

10.1

Dannevirke Community Board

10.1.1

That the report of the Dannevirke Community Board meeting held on 4 June 2019 (as circulated) be received.

Crs Johns/Thompson Carried

10.2

Eketahuna Community Board

10.2.1

That the report of the Eketahuna Community Board meeting held on 7 June 2019 (as circulated) be received.

Crs Johns/Thompson Carried

10.3

Pahiatua On Track

10.3.1

That the report of the Pahiatua On Track meeting held on 5 June 2019 (as circulated) be received.

Crs Johns/Thompson Carried

10.4	Woodville Districts' Vision
10.4.1	*That the report of the Woodville Districts’ Vision meeting held on 4 June 2019 (as circulated) be received.* *Crs Johns/Thompson Carried*
10.4.2	Lighting Around Fountaine Square Band Stand
10.4.2.1	Cr Johns will follow up with Woodville Districts’ Vision to ascertain if it has sent to Council staff a detailed request to upgrade the lighting around Fountaine Square Band Stand.

11. Reports

11.1

Draft Memorandum of Partnership with Ngati Kahungunu

11.1.1

That the report from the Chief Executive dated 20 June 2019 concerning the draft Memorandum of Partnership with Ngati Kahungunu (as circulated) be received, and

That Council agree to enter into the Memorandum of Partnership with Ngati Kahungunu as set out in the draft document presented to Council, and

That the Mayor and Chief Executive be authorised to sign the Memorandum of Partnership with Ngati Kahungunu on behalf of Council at a suitable joint function arranged for this purpose.

Mayor Collis/Cr Hull Carried

11.2	Audit and Risk Committee
11.2.1	*That the report of the Audit and Risk Committee meeting held on 11 June 2019 (as circulated) be received.* Crs Franklin/Crispin Carried
11.2.2	Zero Carbon Bill
11.2.2.1	The Manager Strategy and District Development is reviewing the Society of Local Government Managers and Local Government New Zealand submissions on the Zero Carbon Bill.
11.2.2.2	This will assist in preparing a submission from Council concerning that legislation and its likely impact and implications for the district.

11.3	Adoption of Council's 2019/20 Annual Plan and Schedule of Fees and Charges
11.3.1	The Chief Financial Officer, Finance Manager and Senior Financial Accountant presented the 2019/20 Annual Plan based on a 4.2% rates increase which is under the maximum rates limit cap of 4.3%.
11.3.2	This ensures Council can continue to invest in improving and maintaining the district’s infrastructure, along with meeting legislative requirements.
11.3.3	The cost pressures Council is facing in delivering its work programmes and service levels means that significant changes which draw on resourcing could pose a challenge, and necessitate re-prioritisation or overspend in budget lines/projects.
11.3.4	*That the report from the Finance Manager dated 19 June 2019 concerning the adoption of Council's 2019/20 Annual Plan and Schedule of Fees and Charges (as circulated) be received, and* *That Council adopt the 2019/20 Annual Plan and the Fees and Charges Schedule subject to the correction of any typographical errors or changes which may be required, and* *That Council note and approve Solid Waste Management, Animal Control, Footpaths and Cemeteries activities fall outside the funding limits of its Revenue and Financing Policy.* Crs Hull/Crispin Carried

11.3.5

The work undertaken to prepare and present the 2019/20 Annual Plan is acknowledged, along with the results in producing a budget that achieves an acceptable outcome to respond to the issues and challenges facing the district.

11.4

Rates Resolution for the 2019/20 Financial Year

11.4.1

That the report from the Revenue Manager dated 19 June 2019 concerning the rates resolution for the 2019/20 financial year (as circulated) be received, and

That the Tararua District Council set the rates under Section 23 of the Local Government (Rating) Act 2002, the due dates for payment under Section 24 of the Local Government (Rating) Act 2002 and authorise the addition of penalties for unpaid rates under Section 57 of the Local Government (Rating) Act 2002 for the year commencing on 1 July 2019 and ending on 30 June 2020 as follows:

Please note:

· All references to sections are to sections of the Local Government (Rating) Act 2002.

· All amounts stated are GST inclusive.

General Rate

Pursuant to Sections 13(2)(a) and 14, a general rate in the dollar of $0.00127826 of land value per rating unit in the district.

Uniform Annual General Charge

Pursuant to Section 15(1)(a), a uniform annual general charge as a fixed amount of $588.68 per rating unit in the district.

Libraries and Swimming Pools

Pursuant to Sections 16(3)(a) and 16(4)(a), a targeted rate as a fixed amount of $248.88 per rating unit in the district.

Specified Services Targeted Differential Rate

Pursuant to Sections 16(3)(b) and 16(4)(b), a rate in the dollar of land value for Rural and Urban properties, and capital value for Industrial/Commercial properties as follows:

Rural properties Nil

Urban properties $0.00079174

Industrial/Commercial properties Rural $0.00104384

Industrial/Commercial properties Urban $0.00177639

Targeted Roading Rate

Pursuant to Sections 16(3)(a) and 16(4)(a), a uniform rate in the dollar of $0.00154750 on the land value per rating unit in the district.

Targeted Differential Uniform Roading Rate

Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate, set on a differential basis as an amount per rating unit for the different categories of rateable land as follows:

Rural properties $274.93

Urban properties $ 41.26

Industrial/Commercial $ 87.40

Refuse and Recycling Targeted Differential Uniform Rate

Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate, set on a differential basis as an amount per rating unit for the different categories of land as follows:

Rural properties $ 47.03

Urban properties $159.16

Industrial/Commercial $132.30

Urban Water Rate

Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate set differently as follows:

· An amount of $470.50 per separately used or inhabitable parts of a rating unit which receives an ordinary supply of water from an urban water supply.

· An amount of $235.25 on every rating unit where an ordinary supply is available but is not connected, being a property situated within 100 metres from the water system and could be effectively connected to the water system, except for rateable properties on metered supply and the Pongaroa Water Supply.

Water Metered Rate

Rating units on metered supply that are assessed rates under Sections 16(3)(b) and Sections 16(4)(b), 19(2)(a) and 19(2)(b) as follows:

All extraordinary users:

· A targeted rate charged quarterly as an amount of $132.62 per rating unit.

· Plus quantities in excess of 80 cubic metres supplied during each consecutive three month period to be charged at $1.72 per m3.

All large industrial and intake line users:

· A targeted rate charged quarterly as an amount of $132.62 per rating unit.

· Plus quantities in excess of 80 cubic metres supplied during each consecutive three month period to be charged at $0.86 per m3.

Pongaroa Water Rate

Pursuant to Section 19(2)(a), a targeted rate as an amount of $97.52 per unit of water supplied from the Pongaroa Water Supply.

Urban Wastewater Rate (excluding educational establishments, multiple unit residential properties and properties charged trade waste fees)

Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate, set on a differential basis for urban wastewater as follows:

An amount of $533.23 per separately used or inhabitable parts of a rating unit connected to the wastewater system, and

On every connected rating unit with 4 or more water closets/urinals, an amount of $177.72 for each water closet or urinal excluding the first 3, and excluding any in addition to 12; and

An amount of $266.61 on every rating unit where wastewater is available but is not connected, being a property situated within 100 metres from the wastewater system and it could be effectively connected to the wastewater system.

Urban Wastewater Rate - educational establishments and multi-unit residential properties

Pursuant to Sections 16(3)(b) and 16(4)(b), for educational establishments and multi-unit residential properties a targeted uniform rate of $533.23 on each water closet/urinal connected to the urban wastewater system.

Educational establishments are as defined under Schedule 1, Clause 6 of the Local Government (Rating) Act 2002.

Urban Stormwater Rate

Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted uniform rate of $151.77 on every rating unit in the Tararua District stormwater drainage area as a fixed amount per rating unit.

Town Centre Refurbishment Rate - Dannevirke

Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate, set on a differential basis of a fixed amount of $15.32 on every rating unit in the North Ward and a fixed amount of $12.50 on every rating unit in the South Ward where a Lump Sum Contribution has not been elected under Part 4A comprising Sections 117A to 117N and Schedule 3A.

Town Centre Refurbishment Rate - Woodville

Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate set on a differential basis of $9.35 on every rating unit in the North Ward and of $11.62 on every rating unit in the South Ward.

Town Centre Refurbishment Rate - Eketahuna

Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate set on a differential basis of $6.51 on every rating unit in the North Ward and of $8.09 on every rating unit in the South Ward.

Town Centre Refurbishment Rate - Pahiatua

Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate set on a differential basis of $23.89 on every rating unit in the North Ward and of $29.69 on every rating unit in the South Ward.

Due Date for Payment of Rates

Rates and charges for the year ending on 30 June 2020 will be assessed in four instalments, which will become due and payable on the following dates:

*Instalment*	*Due date*	*Instalment period*
*Instalment 1*	*31 August 2019*	*1 July 2019 to 30 September 2019*
*Instalment 2*	*30 November 2019*	*1 October 2019 to 31 December 2019*
*Instalment 3*	*29 February 2020*	*1 January 2020 to 31 March 2020*
*Instalment 4*	*31 May 2020*	*1 April 2020 to 30 June 2020*

Charges for water metered rates for the year ending on 30 June 2020 will be assessed in four instalments, which will become due and payable on the following dates:

*Instalment*	*Meters Read*	*Due date*
*Instalment 1*	*September 2019*	*20 October 2019*
*Instalment 2*	*December 2019*	*20 January 2020*
*Instalment 3*	*March 2020*	*20 April 2020*
*Instalment 4*	*June 2020*	*20 July 2020*

Penalties

That Council resolves pursuant to Section 57 and Section 58 to authorise the following penalties to be added on unpaid rates:

For all rates other than water metered rates:

a) A penalty under Section 58(1)(a) of 10 percent on so much of any instalment that has been assessed after 1 July 2019 and which is unpaid by due date for payment, to be applied on the day after the due date (Instalment penalty).

The scheduled dates to add the penalties to the unpaid rates are as at the following dates:

*Instalment Due Date*	*Rates Penalty Date*
*31 August 2019*	*1 September 2019*
*30 November 2019*	*1 December 2019*
*29 February 2020*	*1 March 2020*
*31 May 2020*	*1 June 2020*

b) A penalty under Section 58(1)(b) of 10 percent on so much of any rates assessed before 1 July 2019 which remain unpaid on 8 July 2019 (Arrears penalty).

c) A charge under Section 58(1)(c) of 10 percent on so much of any rates to which a penalty has been added under (b) above which remain unpaid on 8 January 2020 (Arrears penalty).

For water metered rates:

d) A charge under Section 58(1)(a) of 10 percent on so much of any water metered rates if the rates remain unpaid a day after the due date.

The scheduled dates to add the penalties to the unpaid water metered rates are as at the following dates:

*Instalment Due Date*	*Water Metered Penalty Date*
*20 October 2019*	*21 October 2019*
*20 January 2020*	*21 January 2020*
*20 April 2020*	*21 April 2020*
*20 July 2020*	*21 July 2020*

Discount

Pursuant to Section 55(3) a 3 percent discount will be provided where a ratepayer makes full payment of the 2019/20 rates on or before 31 August 2019.

Crs Johns/Crispin Carried

11.4.2

The Revenue Manager is thanked for the many hours of work undertaken to enable the rates resolution to be prepared and presented for the 2019/20 financial year.

11.5

Class 4 Gambling and Racing Board Venue Policy

11.5.1

That the report from the Strategy and Policy Adviser dated 19 June 2019 concerning the Class 4 Gambling and Racing Board Venue Policy (as circulated) be received, and

That the submissions forwarded on the draft Class 4 Gambling and Racing Board Venue Policy review be noted and the officer’s comments recommended as the response be confirmed, and

That the current Sinking Lid Policy with a target to reduce the number of Class 4 gaming machines in the district to 100 and the Relocation Policy be retained, noting the desired reduction to the number of venues and machines is being achieved, and

That Council adopt the Class 4 Gambling and Racing Board Venue Policy set out in appendix 1 of this report.

Crs Johns/Sutherland Carried

11.6	Staff Report
11.6.1	Route 52 Funding
11.6.1.1	Work being undertaken to update the business case for Route 52 funding is noted relative to Provincial Growth Fund announcements concerning a log rail port in Dannevirke and funding received by Central Hawke’s Bay District Council for 40 kilometres of Route 52.
11.6.1.2	This Council’s updated business case is now for 65 kilometres of Route 52 and Weber Road, and requires deterioration modelling to show how logging traffic over the next fifteen years will impact on the safety and resilience of that key route.
11.6.2	Roading Maintenance
11.6.2.1	An item should be included in a future Council Bush Telegraph page to inform residents about the programme of works being undertaken on maintenance metaling and grading of the district’s unsealed roads.
11.6.3	Route 52 84/2.95 Kilometres
11.6.3.1	The use of the “Live Smiles” system on Route 52 to rectify an ongoing problem with debris sliding down onto the road is noted with interest.
11.6.3.2	The concept behind this repair solution is to look at bio-engineering the face with pocket fascines of shrub willow that will hold the face material in place until the willow grows into the slope.
11.6.3.3	This innovative approach should also be included as an item in a future Council Bush Telegraph page, and further updates on this matter are requested relative to its success.
11.6.4	Tourism and Cycle/Walkways Strategies
11.6.4.1	Positive feedback is being received regarding the work being undertaken on the district’s tourism and cycle/walkways strategies outlined at the workshop held in Pahiatua.
11.6.5	Pahiatua Community Civil Defence Response Group
11.6.5.1	There was a great turnout at the meeting held for organisations in the Pahiatua community with a role in Civil Defence Emergency Management, and a new committee has been formed.
11.6.5.2	The District Resilience Manager is thanked for his work and assistance in helping coordinate these arrangements and providing support at this meeting.
11.6.6	*That the report from the Chief Executive dated 20 June 2019 concerning an update on key projects and items of interest to the Council (as circulated) be received.* *Crs Thompson/Franklin* *Carried*

12. Portfolio Reports

12.1

Events and Meetings

12.1.1

The following Councillors and the Mayor reported on official events and meetings they had attended:

Cr Hull	· Regional InterAgency Network meeting · Elder Awareness Day at Waireka Home (also attended by the Mayor and Cr Franklin) · Pahiatua Main Street upgrade project meeting · Bank of New Zealand mobile banking presentation in Palmerston North (also attended by the Mayor) · Horizons Regional Council Passenger Transport Service Committee meeting · Pahiatua Community Civil Defence Response Group meeting (also attended by Cr Franklin) · He Ara Kotahi pathway opening
Cr Thompson	· Dannevirke Car Club rally on Tararua Road
Cr Crispin	· Engagement with Weber/Wimbledon/Herbertville residents regarding Route 52
Cr Johns	· Meeting with New Zealand Transport Agency on approved 2019/22 National Land Transport Programme (also attended by the Mayor and other Councillors) · Opening of Artists in the Bush exhibition in Hutt Valley
Cr Franklin	· Alzheimers Society Annual General Meeting in Palmerston North · Telecommunications Users Association of New Zealand conference in Wellington · Tararua Health and Wellbeing Group meeting and proposed Age on the Go Tararua expo to be held in Woodville
Mayor Collis	· Safer communities meeting · Emergency Management Joint Standing Committee meeting · Regional Transport Committee meeting · Regional Chiefs meeting · Local Government New Zealand Rural and Provincial Sectors meeting · Elske Centre twenty years celebration · Rahiri Elder Awareness Day · CACTUS graduation at Tararua College · Federated Farmers public meeting on the Emissions Trading Scheme · Horizons Regional Council meeting

12.1.2

Meetings also held this month were economic development/marketing and finance portfolio holders, Residential Capacity Review Working Party, Works Liaison Committee and Audit and Risk Committee.

13. Mayoral Matters

13.1	Queen’s Birthday Honours List
13.1.1	Congratulations are conveyed to Eric Bodell on receiving in the Queen’s Birthday Honours List a Queen’s Service Medal for services to broadcasting.

14. Items Not on the Agenda

14.1

Nil

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 2.35pm.

____________________________

Mayor