ROTORUA DISTRICT COUNCIL · COMMENCING 1 JULY 2016 01 -65 052 TERAX Limited Partnership [s draft...

6/1 1 Strategy, Policy & Finance Committee meeting Doc No: RDC-630835 12 May 2016

01-15-227 ROTORUA LAKES COUNCIL

Minutes Strategy, Policy & Finance Committee meeting

held Thursday, 12 May 2016 at 9.30am in the Council Chamber, Rotorua Lakes Council

PRESENT: Cr Raukawa-Tait (Chairperson)

Mayor Chadwick, Cr Bentley, Cr Donaldson, Cr Gould, Cr Hunt (Deputy Chair), Cr Kent, Cr McVicker, Cr Maxwell, Cr Searancke, Cr Sturt, Cr Tapsell and Cr Wepa, Mr Berryman-Kamp and Ms Morrison.

APOLOGIES:

None.

IN ATTENDANCE:

Fisher Wang, Youth Councillor

OFFICERS PRESENT: G Williams, Chief Executive; J-P Gaston, Group Manager Strategy and Partnerships; T Collé, Chief Financial Officer; D Foster, Chief Operating Officer; M Morrison, Kaitiaki Maori; O Hopkins, Governance and Partnerships Manager; M Gill, Public Relations Manager; S Michael, Transport/Waste Solutions Director; A Bell, Water Solutions Director; N Hill, Manager Compliance Solutions; C Webber, Safe Community Project/Youth Council Coordinator (part); P Spurdle, Manager Consent Solutions (part); J Ward, RMA Solutions Lead (part); R Dunn, Governance Lead; C Peden, Governance Support Advisor.

The Chairperson welcomed members, media, members of the public and staff to the meeting. 1. APOLOGIES

None.

2. DECLARATIONS OF INTEREST

None. 3. URGENT BUSINESS None. 4. PRESENTATIONS 4.1 Caldera advisory group update – Stavros Michael, Rotorua Lakes Council

Mr Michael spoke to a Powerpoint presentation (Attachment 1).


Resolved: That the presentation be received.

Cr Sturt/Cr Gould SPF16/05/048

CARRIED 5. CONFIRMATION OF MINUTES 5.1 Minutes of the Strategy, Policy & Finance Committee meeting held 21 April 2016

Resolved: That the minutes of the strategy, Policy & Finance Committee meeting held 21 April 2016 be confirmed as true and correct.

Cr Wepa/Cr Gould SPF16/05/049

CARRIED 6. VERBAL REPORT FROM YOUTH COUNCIL

Youth Councillor Fisher Wang gave an update on Youth Council activities (report tabled as Attachment 2).

7. STAFF REPORTS

7.1 RECOMMENDATION 1: STATEMENT OF INTENT TERAX LIMITED PARTNERSHIP FOR THE YEAR COMMENCING 1 JULY 2016 01-65-052

TERAX Limited Partnership’s draft Statement of Intent was considered (Attachment 3).

Resolved:

That the report ‘Statement of Intent for Terax Limited Partnership for the year commencing 1 July 2016’ be received.

Cr Tapsell/Cr Wepa SPF16/05/050

CARRIED 8. RESOLUTION TO EXCLUDE THE PUBLIC

Resolved: That the committee move into public excluded session.

Cr Maxwell/Mayor Chadwick SPF16/05/051

CARRIED Cr Bentley requested that his vote against this decision be recorded.


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

Reason for passing this resolution in relation to each matter

Ground(s) under Section 48(1) for passing of this resolution

Strategy, Policy & Finance Committee meeting 21 April 2016 (minutes) RECOMMENDATION 8B Economic development services review final report

Protect the privacy of natural persons, including that of deceased natural persons. Maintain effective conduct of public affairs through free and frank expression of opinions by or between or to members or officers or employees of any local authority in the course of their duty.

Section 48(1)(a) Section 7(2)(a) Section 48(1)(a) Section 7(2)(f)(i)

Strategy, Policy & Finance Committee meeting 21 April 2016 (minutes) RECOMMENDATION 9 Plan Change updates and Rotorua Lakes Council submissions

Enable any local authority holding the information to carry out, without prejudice or disadvantage, commercial activities.

Section 48(1)(a) Section 7(2)(h)

RECOMMENDATION 2 Recommended Resource Management Act Independent Commissioners

Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Section 48(1)(a) Section 7(2)(i)

RECOMMENDATION 3 Contract 15/077 – Tender approval for streetlight maintenance 2016 - 2019


Section 48(1)(a) Section 7(2)(i)

RECOMMENDATION 4 Appeals received to the notified Provisional Local Alcohol Policy, the next step

Maintain effective conduct of public affairs through free and frank expression of opinions by or between or to members or officers or employees of any local authority in the course of their duty.

Maintain legal professional privilege.


Section 48(1)(a) Section 7(2)(f)(i) Section 48(1)(a) Section 7(2)(g) Section 48(1)(a) Section 7(2)(i)


This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Sections 6 or 7 of the Act or Sections 6, 7 or 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above (in brackets) with respect to each item.”

The meeting adjourned at 10.37am and reconvened at 10.41am.

OPEN SESSION

______________________________

The meeting closed at 12.23pm

_____________________________

To be confirmed at a Strategy, Policy & Finance Committee meeting on 15 June 2016

………….……………………………

Chairperson

Rotorua Lakes Council is the operating name of Rotorua District Council

6/1 5 Strategy, Policy & Finance Committee meeting Doc No: RDC-630835 ATTACHMENT 1 12 May 2016


File No: 33-342\02 ROTORUA LAKES COUNCIL

Mayor Chairperson and members STRATEGY, POLICY AND FINANCE COMMITEE ROTORUA LAKES YOUTH COUNCIL UPDATE, MAY 2016 Report prepared by: Chris Webber, Youth Council/Safe Community Project Coordinator, Strategy Report reviewed by: Rosemary Viskovic, Senior Policy Advisor, Strategy

1. PURPOSE

The purpose of this report is to update the committee on Youth Council, assist Youth Councillors to learn and participate in Council process and profile youth-related issues.

2. RECOMMENDATION:

That the Youth Council report be received.

3. SUMMARY UPDATE A 3-minute 3-Ps format (Past, Present, Planned) is provided to assist a verbal presentation by youth councillors.

PAST The 2016 Youth Council started with a noho marae in February and has 14 members and 2 reps from Te Tatau o Te Arawa. Feedback from 2015 has led to every councillor having assigned roles/tasks and online tools developed to share information further, including Facebook and a website for links at www.RotoruaYouthCouncil.weebly.com. Fortnightly meetings have also covered feedback to council staff, volunteer events and releasing 10,000 Youth Cards for 11-18 year olds – these carry useful information and discounts for youth. PRESENT Our current focus is on supporting the Careers Expo 17-18 May and Youth Week – 21-19 May. Youth Council will run a youth survey and Barbeque at the One Chance Music Festival 21 May and provide volunteers for parking. We have also assigned Facebook admins to assist with youth engagement via Council’s Rotaz Youth Facebook – a recent ‘boosting trial’ generated 50 times the normal reach of posts. PLANNED We are preparing our next meeting to learn from a member of Parliament (Fletcher Tabuteau) about his journey into politics and identifying issues important for youth of Rotorua. We are also scheduled to learn about submission writing and support the annual Stage Challenge. Instead of a mid-year Rotaz Race to promote wider youth engagement, we are working with others on a December event that strengthens youth connections and ongoing engagement.

4. ATTACHMENTS Attachment 1 – copy of youth card

http://www.rotoruayouthcouncil.weebly.com/

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