That the apology from Cr Raukawa -Tait ( for absence ) be ... · IS13/08/067 CARRIED 6.1.6...

3/1 1 Infrastructure Services Committee RDC-397832 26 August 2013

File No: 01-15-212/02

ROTORUA DISTRICT COUNCIL

MINUTES OF INFRASTRUCTURE SERVICES COMMITTEE MEETING HELD MONDAY, 26 AUGUST 2013 AT 9:30AM

IN COMMITTEE ROOM 1, ROTORUA DISTRICT COUNCIL

PRESENT: Cr Searancke (Chairperson) Cr Donaldson (Deputy Chairperson), Mayor Winters, Cr Bentley, Cr Calnan, Cr Gould, Cr Hunt, Cr McVicker, Cr Maxwell, Cr Sturt and Cr Wepa.

APOLOGIES:

Absent: Cr Raukawa-Tait

OFFICERS PRESENT: G Williams, Chief Executive; A Bell, Group Manager Infrastructure Services; M Rawson, Group Manager Economic & Regulatory Services; C Oldham, Asset Manager Engineering (part); P Dine, Works Manager; G Manzano, General Manager Hydrus; K Thompson, Highways and Road Safety Manager; R Atkinson, Parks Planning Asset Manager (part); G Page, Manager Parks & Recreation; P Meredith, Manager Resource Engineering (part); M Buckley, Senior Planner Hydrus (part); E Hay, Consents Engineer (part); K Lockie, Senior Engineer, Utilities Operations; and R Dunn, Democracy Manager.

The Chairperson welcomed all members, staff, media, and members of the public to the Infrastructure Services Committee meeting.

1. APOLOGIES

The Committee resolved:

Cr Hunt Cr Gould

) )

That the apology from Cr Raukawa-Tait (for absence) be accepted.

IS13/08/061 CARRIED

2. DECLARATIONS OF PECUNIARY INTEREST None. 3. NOTIFICATION OF URGENT BUSINESS FOR CONSIDERATION

None.

The Chairperson ruled that Recommendation 1 would be considered next.


4. REPORTS OF OFFICERS

4.1 CHIEF EXECUTIVE 4.1.1 RECOMMENDATION 1: CONTINUING ACTION 01-16-001 Attendance: Cr Sturt joined the meeting at 9:40am

Andy Bell gave the following updates: Page 4: Item 1 – Report on Tarawera Landing Café lease as requested by the Tuhourangi Protocol Committee –

future meeting. Item 2 - IS report on water meter trial – future meeting. Item 3 - Council report on onsite effluent systems – next meeting. Item 4 - IS report on Airport Noise Mitigation – future meeting. Item 5 and 6 – remove. Page 5: Item 1 - C&CS policies regarding sewerage of lakeside communities – future meeting. Item 2 and 3 – remove. Item 4 - report on green waste disposal for outlying transfer stations – future meeting. Items 5 & 6 - NZTA report on Eastern Arterial and cultural impact report – NZTA brief 19 September. Item 7 - IS report on community hall entranceways – future meeting. The Committee resolved:

Cr Wepa Cr Gould

) )

That the report “Continuing Action” for the Infrastructure Services Committee be received.

IS13/08/062 CARRIED

The Chair ruled that Mr Bennison’s presentation would be considered next. 5. PRESENTATIONS 5.1 Grays Funeral Services, Richard Bennison – Submission to Draft Cemetery Policy 2013 Mr Bennison advised that his comments would be on behalf of other Rotorua funeral directors, as follows:

18.9.2 – Times of Burials, Reservations, Chapel Services • Hours for drop off at the crematorium should include Saturday, Sunday and statutory holidays, with

afterhours charged as it is now.

18.9.11 – Fees and Charges • Funeral directors don’t believe they should carry Council fees and costs. • They are happy with the present services provided by Castlecorp. The cemeteries are a credit to

Rotorua. • At present the funeral directors and Rotorua District Council (RDC) forward their accounts separately.

This should remain unchanged. • Osborne’s and Grays Funeral Services forward information to the families explaining that RDC would

forward a separate account. • The funeral directors can’t afford to carry any additional fees.


The Chair thanked Mr Bennison for his presentation. The Chair ruled that Recommendation 2 would be considered next.

6. REPORTS OF OFFICERS (CONTINUED) 6.1 GROUP MANAGER INFRASTRUCTURE SERVICES

6.1.1 RECOMMENDATION 2: ADOPTION OF ROTORUA CEMETERY & CREMATORIUM POLICY 60-12-021

The Manager Parks & Recreation spoke to a PowerPoint presentation titled “Cemetery and Crematorium Policy” (Attachment 1) and commented on the following points: • The policy does not apply to Kauae Cemetery. • The 8 submitters support all of the policy with the exception of the Fees and Charges. There was a discussion regarding the following points: • One bill would be easier. • There was sympathy expressed regarding funeral directors holding Council debt. • It was a shock to some families when they received a separate account from Rotorua District Council. • The funeral directors discuss and explain Rotorua District Council fees with the families. • Page 14, Item 18.9.2, paragraph 3 – the last sentence should be amended to read “The hours for

Saturday, Sunday and public holidays shall be as per the times listed above. An after-hours service would be by arrangement with an appropriate charge.

• The Fees and Charges policy should remain unchanged.


Mayor Winters Cr Wepa

) )

1. That the report “Adoption of Rotorua Cemetery & Crematorium Policy” be received.

2. That it be recommended that Council adopt the revised Rotorua Cemetery & Crematorium Policy with the following amendments replacing the current

• 20.9 Cemeteries and Crematorium Policy

18.9.2 Times of Burials, Reservations, Chapel Services

Burial, cremation and chapel services will be provided between the following hours: Monday to Friday 8am to 4pm Saturdays and Sundays 10am to 3pm Statutory Holidays by arrangement For the chapel drop off service the hours shall be Monday to Friday 8am to 4pm. The hours for Saturday, Sunday and public holidays shall be at the times listed above. An after-hours service will be provided by arrangement with an appropriate fee.

18.9.11 Fees and Charges There would be no change to the fees and charges. The status quo will remain.

IS13/08/063 CARRIED


6.1.2 RECOMMENDATION 3: BACKGROUND TO DEVELOPMENT CONTRIBUTION ASSESSMENTS FOR ITM

ROTOMA TIMBER (LAKE ROAD); EAT STREAT ON TUTANEKAI ST; DAIRY / ICE CREAM SHOP AND REDWOOD CENTRE (CNR TARAWERA AND TE NGAE RD) 01-65-021

The following points were discussed:

• There needed to be a consistent approach with development contributions. • Development contributions in the CBD could be reviewed on a case-by case basis. • The development contribution for the Ice Cream and Soap Shop had increased due to an increase of

GST in 2012. • The previous development contribution was not paid and was written off when the business closed. • LIMS include outstanding development contributions but do not include credits. • A package is attached with every building consent application explaining development contributions.

Note: The amounts shown on the chart on page 52 have been clarified and are exclusive of GST.


Mayor Winters Cr Donaldson

) )

That the report “Background to Development Contribution Assessments for ITM Rotoma Timber (Lake Rd); Eat Streat on Tutanekai St; Dairy/Ice Cream Shop and Redwood Centre (Cnr Tarawera and Te Ngae Rd)” be received.

IS13/08/064 CARRIED

Cr Gould asked that his vote against the decision be recorded. 6.1.3 RECOMMENDATION 4: SUMMARY OF THE CABINET PAPER – BETTER LOCAL GOVERNMENT:

IMPROVING DEVELOPMENT CONTRIBUTIONS 01-65-023 The Chief Executive advised that staff were working on a project to look at the value of development contributions and whether Rotorua District Council was inhibiting development because of development contributions. The Committee resolved: Cr Donaldson Cr Gould

) )

That the report “Summary of the Cabinet Paper – Better Local Government: Improving Development Contributions” be received.

IS13/08/065 CARRIED

6.1.4 RECOMMENDATION 5: PETITION ON UNFORMED ROADS 55-50-090

The Group Manager Infrastructure Services spoke to a PowerPoint presentation titled “Unformed Roads” (Attachment 2) and commented on the following:

• A petition had been received regarding obstructions to access on unformed roads.

• There had been issues identifying whether unformed roads were on private or public property.

• The issue with Great Western Road was that the track is not on the roadway.

• People want access to unformed roads so they can mountain bike and walk.

• The process would be explained to affected parties. Submissions would then be called.

• Unformed roads are public roads and access cannot be denied.



Cr Gould Cr Donaldson

) )

1. That the report “Petition on Unformed Roads” be received;

2. That further submissions in relation to the gating of unformed roads be sought from stakeholders and interested parties; and

3. That following the submission period, Council hold a hearing to consider

both verbal and written submissions.

IS13/08/066 CARRIED

6.1.5 RECOMMENDATION 6: EASTERN BAYS ROADING / NZ TRANSPORT AGENCY AND RDC CO-

MANAGEMENT 56-01-009

The Committee resolved: Cr Gould Mayor Winters

) )

1. That the report “Eastern Bays Roading / NZ Transport Agency and RDC Co-Management” be received; and

2. That it be recommended that Council support the principle of working

with NZTA to progress a collaborative approach to managing the Eastern Bay State Highway roading network.

IS13/08/067 CARRIED

6.1.6 RECOMMENDATION 7: ROTOMA / ROTOITI SEWERAGE SCHEME – PROJECT UPDATE 85-08-420 The following points were discussed:

• Additional costs relating to external consultants would be added to the cost of the scheme.

• The cost of the project over the last four years was $1.7m.

• The deadline for the $4.46m Government funding is 2017. The Rotoma component of the scheme will be given priority over the Rotoiti part.

• The advisory group would be made up of iwi, stakeholders and ratepayer associations.

• The Bay of Plenty Regional Council’s (BOPRC) On Site Effluent Treatment system (OSET) policy.

• To defer a decision on this matter until the Council meeting held on 26 September 2013 to allow time for more detail about the BOPRC’s OSET policy to be received.

• Page 81, 4.2.1. - amend to read ‘Extension of Funding Subsidy from MoH for the Rotoma Sewerage Scheme’ (not Rotorua).

The Committee resolved: Cr Sturt Cr Hunt

) )

1. That the report “Rotoma / Rotoiti Sewerage Scheme – Project Update” be received; and

2. That the item of business being discussed be adjourned until the Council

meeting to be held 26 September 2013. IS13/08/068

CARRIED


6.1.7 RECOMMENDATION 8: ROTORUA WASTEWATER TREATMENT PLANT AND LAND TREATMENT SYSTEM (WWTP) AND LTD) – VARIATION TO CONSENT CONDITIONS APPLICATION AND INVESTIGATION OF ALTERNATIVES – PROJECT UPDATE 85-08-445\05

The following points were discussed:

• Stakeholder consultation had taken place. All organisations were aware of the issues. There could be some innovative solutions found after engaging with these groups.

• There had been no discussion whether any position/s on the advisory group would be paid. The Committee resolved: Cr Donaldson Mayor Winters

) )

1. That the report “Rotorua Wastewater Treatment Plant and Land treatment System – Variation to Consent Conditions Application and Investigation of Alternatives – Project Update” be received;

2. That the formation of a Project Advisory Group to assist in the selection of

options for the long term community wastewater system be acknowledged and supported; and

3. That the appointment of an independent and external consultant to

coordinate and manage the consultation and consenting phase of the long term project be acknowledged and supported.

IS13/08/069 CARRIED

6.1.8 RECOMMENDATION 9: CONTRACT UPDATES - TENDERS 01-15-212\02

The Committee resolved: Cr Calnan Cr Maxwell

) )

That the report “Contract Update - Tenders” be received.

IS13/08/070 CARRIED

7. REPORTS OF OTHER COMMITTEES 7.1 Minutes Ngati Whakaue Gifted Reserves Protocol meeting held 28 June 2013

The Committee resolved: Cr Maxwell Cr Donaldson

) )

That the minutes of the “Ngati Whakaue Gifted Reserves Protocol meeting held 28 June 2013” be received.

IS13/08/071 CARRIED

7.2 Minutes BOPRC Public Transport Subcommittee meeting held 2 August 2013

The Committee resolved: Cr Searancke Cr Hunt

) )

That the minutes “BOPRC Public Transport Subcommittee meeting held 2 August 2013” be received.

IS13/08/072 CARRIED


8. URGENT BUSINESS None. 9. CONFIDENTIAL ITEMS 9.1 RESOLUTION TO GO INTO PUBLIC EXCLUDED

The Committee resolved: Cr Gould Cr Sturt

) )

That the public be excluded from the following parts of the proceedings of this meeting, namely the report of the Highways and Transport Planning Manager regarding Contract No 13\047: Tender Recommendation.

IS13/08/073 CARRIED

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

Contract No. 13/047 State Highways Reseals 2013-2014 : Tender Recommendation 27-13-047 RECOMMENDATION 10

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)

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.”

T H E C O M M I T T E E I N O P E N S E S S I O N

The Chairperson advised that whilst in Public Excluded session, discussion was held by members on the report of the Highways and Transport Manager on Contract No 13/047 State Highway Reseals 2013-2014: Tender Recommendation.

______________________ Meeting closed at 11:50am ______________________

3/1 8 Infrastructure Services Committee RDC-397832 ATTACHMENT 1 26 August 2013

That the apology from Cr Raukawa -Tait ( for absence ) be ... · IS13/08/067 CARRIED 6.1.6...

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