Mayor W R Wallace (Chair)

Deputy Mayor D Bassett

Cr G Barratt

Cr C Barry

Cr L Bridson

Cr J Briggs

Cr M Cousins

Cr S Edwards

Cr T Lewis

Cr M Lulich

Cr G McDonald

Cr C Milne

Cr L Sutton

Membership:

13 

Meeting Cycle:

Council meets on a six weekly basis (Extraordinary Meetings can be called following a resolution of Council; or on the requisition of the Chair or one third of the total membership of Council)

“That the recommendation contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendations contained in the report be endorsed.”

“That the recommendation contained in the report be endorsed.”

“That the recommendation contained in the memorandum be endorsed.”

“That the recommendations contained in the report be endorsed.”

“It is recommended that Council approves the affizing of the Common Seal to all relevant documents in connection with the items specified in Schedule 1 in accordance with Standing Order 18.2.”

(A)

(B)

(C)

General subject of the matter to be considered.

Reason for passing this resolution in relation to each matter.

Ground under section 48(1) for the passing of this resolution.

Report of the Policy and Regulatory Committee held on 30 April 2018 – ECNZ Track Land Acquisition

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities(s7(2)(h)).

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)(s7(2)(i))

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 exist.

Report of the Finance and Performance Committee held on 2 May 2018 – CFT Appointment of Directors

The withholding of the information is necessary to protect the privacy of natural persons.(s7(2)(a)).

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities(s7(2)(h)).

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 exist.

Report of the Civic Honours Committee held on 10 May 2018 – Civic Honours Awards

The withholding of the information is necessary to protect the privacy of natural persons.(s7(2)(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 exist.

Report of the Community Plan Committee held on 20 February 2018 – Development Incentive OptionsAppointment of Directors

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities (s7(2)(h)).

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) (s7(2)(i)).

.

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 exist.

Extraordinary Minutes of the Hutt City Council held on 24 April 2018 – Consideration of Matters Relating to Council’s Strategic Property Portfolio

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities (s7(2)(h)).

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) (s7(2)(i)).

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 exist.

a)

Koraunui Stokes Valley Hub - Proposed P180 Electric Vehicle Parking Restriction (17/1777)

The Traffic Asset Manager elaborated on the report.

In response to a question from members, the Traffic Asset Manager advised that Council’s Manager, Sustainability and Resilience was reviewing the demand for electric vehicle charging in Lower Hutt to plan ahead.

RECOMMENDED:    (Cr Sutton/Cr Lewis)                        Minute No. TRS 18201

“That the Traffic Subcommittee recommends that Council approves the installation of a P180 Electric Vehicle Parking Restriction at Koraunui Stokes Valley Community Hub, ‘Reserved for Electric Vehicles on charge only, for a maximum of 180 minutes at all times’ as shown attached as Appendix 1 to the report.”

For the reason: there is an increasing number of EVs on the road and this is a key way that local councils can support this growth.

b)

Kaitawa Road - Proposed No Stopping At All Times Restrictions (18/178)

Members noted that the Eastbourne Community Board had endorsed the recommendation contained in the officer’s report at its meeting held on 3 April 2018.

RECOMMENDED:    (Cr Lewis/Cr Bridson)          Minute No. TRS 18202

“That the Traffic Subcommittee recommends that Council approves the installation of No Stopping At All Times Restrictions at the intersection of Kaitawa Road and Waitohu Road, York Bay, as shown attached as Appendix 1 to the report.”

For the reasons: the proposed changes will improve the sight distance for vehicles exiting Waitohu Road onto Kaitawa Road; and the proposed changes will reduce the likelihood of vehicle conflict when approaching the intersection.

c)

Cambridge Terrace - Proposed No Stopping At All Times Restrictions (18/232)

The Traffic Asset Manager elaborated on the report.

In response to questions from members, the Traffic Asset Manager clarified the sight distances required for 50km/h roads and when a Give Way or Stop sign was required at a junction.

RECOMMENDED:    (Cr Briggs/Cr Bridson)          Minute No. TRS 18203

“That the Traffic Subcommittee recommends that Council approves the installation of No Stopping At All Times Restrictions in Cambridge Terrace, Waiwhetu, as shown attached as Appendix 2 to the report.”

For the reasons: the proposed changes will improve the sight distance for vehicles exiting Grenville Street onto Cambridge Terrace and for vehicles approaching the intersection on Cambridge Terrace from the north; Option 2 (Appendix 2) provides a greater increase in sight distance than Option 1 (Appendix 1) for the loss of a single additional car parking space; and the proposed changes support the the road-space hierarchy contained in Council’s Parking Policy 2017.

d)

Shepherd Grove - Proposed Change in Parking Restrictions (18/315)

The Traffic Asset Manager elaborated on the report.

In response to questions from members, the Traffic Asset Manager advised that although P5 parking was only used in exceptional circumstances, maximum turnover was required for that car park.

Members asked officers to review the parking in six months.

RECOMMENDED:    (Cr Sutton/Cr Lewis)                        Minute No. TRS 18204

“That the Traffic Subcommittee recommends that Council:

(i)       approves the changing of Parking Restrictions in Shepherd Grove, Taita, as shown attached as Appendix 1 to the report; and

(ii)     asks officers to review parking in the area in six months.”  

For the reasons that it will improve safety and amenity for parents dropping off and picking up their children at the kindergarten; and it will reduce the likelihood of motorists temporarily parking over nearby driveways.

e)

Brunswick Street - Proposed P120 Parking Restrictions (18/342)

Speaking under public comment, Katelyn, from Platinum Hair Studio, explained that they had no issues with parking in the area prior to the Kaikoura earthquake in November 2016 and the loss of parking at the Queensgate Shopping Centre. Also since Kiwibank had moved their office premises, their staff parked in the area from 8.00am to 5.30-6.00pm. Also the local garage business could park vehicles for two to three weeks at a time. Parking had become an issue for the hair studio’s customers, some of the customers were unable to walk 15 minutes to the studio. They had requested short term time restricted parks near their business for their customers.

In response to a question from members, Katelyn advised that they had four chairs at their business, with 20 to 30 customers throughout the day when the two stylists were working. When only one was working, there could be two to three chairs used by customers at one time.

Speaking under public comment, Mr S Patel, from Kings Grove Store, explained that in 2006 a similar parking issue had been raised and in a survey, 72% had supported the parking. For the recent survey on the parking, 78% supported the changes. Following the earthquake the number of parks in Lower Hutt had reduced, which had effected local businesses. The local garage business would leave vehicles parked for two to three weeks at a time. There were very few parks for the customers of the businesses in this area of Brunswick Street. Mr Patel requested that members respect the 78% surveyed and agree the time restricted parks.

RECOMMENDED:    (Cr Edwards/Cr Briggs)        Minute No. TRS 18205

“That the Traffic Subcommittee recommends that Council approves the installation of P120 Parking Restrictions, from Mondays to Fridays only, in Brunswick Street, Lower Hutt, as shown attached as Appendix 1 to the report.”

For the reasons:  it will improve the level of service for local businesses, customers, residents and visitors; the majority of respondents are in support of the proposal; and it supports Council’s Parking Policy 2017.

f)

Rutherford Street - Proposed No Stopping At All Times Restrictions (18/343)

The Traffic Engineer advised that local police had attended after an accident, although the accident had not been reported. He added that local business owners were in support of removing parks.

RECOMMENDED:    (Cr Edwards/Cr Cousins)     Minute No. TRS 18206

“That the Traffic Subcommittee recommends that Council approves the installation of No Stopping At All Times Restrictions in Rutherford Street, Lower Hutt, as shown attached as Appendix 1 to the report.”

For the reasons:  the proposed restrictions would improve safety for the benefit of all road users; a majority of the directly affected businesses support the proposal; and the proposed restrictions support Council’s Parking Policy 2017.

g)

Military Road - Proposed No Stopping At All Times Restrictions (18/365)

The Traffic Engineer elaborated on the report.

RECOMMENDED:    (Cr Edwards/Cr Bridson)     Minute No. TRS 18207

“That the Traffic Subcommittee recommends that Council approves the installation of No Stopping At All Times Restrictions in Military Road, Boulcott, as shown attached as Appendix 1 to the report.”

For the reasons:  the proposed restriction would improve visibility for motorists exiting two private properties, improving safety for the benefit of all road users; the proposed restriction is supported by the four directly affected properties; there is sufficient parking available in the area; and the proposed restriction supports Council’s Traffic Bylaw 2017.

h)

The Esplanade - Proposed No Stopping At All Times Restrictions (18/366)

Members noted that the Petone Community Board had endorsed the recommendation contained in the officer’s report at its meeting held on 4 April 2018.  The Board also supported that the dashed lines at the east side of the Boating Club would not be immediately put in place.

RECOMMENDED:    (Cr Cousins/Cr Lewis)          Minute No. TRS 18208

“That the Traffic Subcommittee recommends that Council:

(i)    approves the installation of No Stopping At All Times Restrictions on The Esplanade, Petone, as shown attached as Appendix 1 to the report;

(ii)   approves the installation of No Parking Zones and No Stopping At All Times Restrictions in the off street parking areas adjacent to The Esplanade, Petone, as shown attached as Appendix 1 to the report; and

(iii)  approves that the dashed lines to the east of the Boating Club are not immediately installed.”

For the reasons: the proposed changes will improve the road safety level of service for all road users; the proposed changes would improve the level of service for accessibility for vehicles accessing the carparks and club facilities; the proposed changes are supported by the affected clubs; and the proposed changes support Council’s Parking Policy 2017.

i)

High Street (559) - Proposed P60 Parking Restrictions (18/367)

RECOMMENDED:    (Cr Edwards/Cr Briggs)        Minute No. TRS 18209

“That the Traffic Subcommittee recommends that Council approves the installation of P60 Parking Restrictions, from Mondays to Fridays only, in High Street, Lower Hutt, as shown attached as Appendix 1 to the report.”

For the reasons: it will improve the level of service for local businesses, customers, residents and visitors; I t supports Council’s Parking Policy 2017; and all the respondents supported the proposal.

j)

High Street (Taita Station) - Proposed No Stopping At All Times Restrictions (18/369)

In response to a question from members, the Traffic Asset Manager advised that due to sight restriction issues raised, officers would conduct a review of the road markings in this area.

RECOMMENDED:    (Cr Sutton/Cr Bridson)         Minute No. TRS 18210

“That the Traffic Subcommittee recommends that Council approves the installation of No Stopping At All Times Restrictions in High Street, Taita, as shown attached as Appendix 1 to the report.”

For the reasons: the proposed measures will improve safety for the benefit of all road users;             the proposed measures would meet the minimum recommended sight distance requirements; and the proposal does not result in the loss of any existing parking spaces.

k)

Lees Grove - Proposed No Stopping Restrictions (18/372)

The Traffic Asset Manager elaborated on the report.

Members noted that the Wainuiomata Community Board had endorsed the recommendation contained in the officer’s report at its meeting held on 5 April 2018. The Board supported refreshing the painting of the yellow lines and kea crossing markers in Lees Grove. The Board also asked officers to work with the Council’s Parks and Gardens Division to consider the installation of a footpath on the grassed area near the alternative entrance to Fernlea Primary School.

RECOMMENDED:    (Cr Briggs/Cr Bridson)          Minute No. TRS 18211

“That the Traffic Subcommittee recommends that Council:

(i)       approves the installation of No Stopping Restrictions, from 8:30am to 9:30am and 2:30pm to 3:30pm on school days only, in Lees Grove, Wainuiomata, as shown attached as Appendix 1 to the report; and

(ii)     notes that the Wainuiomata Community Board:

(a)    supported the refreshing the painting of the yellow lines and kea crossing markers in Lees Grove; and

(b)    asked officers to work with the Parks and Gardens Division to consider the installation of a footpath on the grassed area near the alternative entrance to Fernlea Primary School.”

For the reasons: the proposed measures would improve the levels of service for road safety and accessibility in the vicinity of the school entrance for the benefit of all road users; the proposed restrictions are supported by a majority of the directly affected residents; and the proposed restrictions support Council’s Parking Policy 2017 by implementing a No Stopping zone only during the hours when the problem occurs and allowing residential parking outside of those hours.

l)

Memorial Park (off Bracken Street) - P180 Parking Restrictions (18/375)

The Traffic Asset Manager elaborated on the report.

Members noted that the Petone Community Board endorsed the recommendation contained in the officer’s report at its meeting held on
4 April 2018.

RECOMMENDED:    (Cr Lewis/Cr Sutton)                        Minute No. TRS 18212

“That the Traffic Subcommittee recommends that Council retrospectively resolve the P180 Parking Restrictions from 8:00am to 6:00pm, Mondays to Fridays only, in Memorial Park, Bracken Street, Petone, as shown attached as Appendix 1 to the report.”

For the reason that parking restrictions need to be formally resolved by Council so they can be enforced.

m)

Woodvale Grove - Proposed No Stopping At All Times Restrictions (18/397)

Speaking under public comment, Mr M and Mrs A Smith, said Woodvale Grove was a very winding, narrow road. Outside numbers 1 and 33 was a blind bend, which was dangerous, as it was on a very steep hill. An emergency vehicle had struggled to get up the hill. Vehicles travelled on the wrong side of the road on the blind bend, which was dangerous. A number of properties in the Grove had become rentals, with an increase in the number of vehicles parking in the Grove.

In response to questions from members, Mrs Smith said that some of the properties in the Grove had off street parking, but it was quite narrow with only space for one vehicle. Also, two vehicles could park on the wide shoulder on the bend. Mrs Smith further advised that only one vehicle regularly parked in the parks at the top of the Grove, she added the new lighting installed was very good, it was only a 20 second walk from the parks at the top to the properties lower down the Grove.

The Traffic Asset Manager clarified the legislation and enforcement of parking on a bend.

RECOMMENDED:    (Cr Briggs/Cr Bridson)          Minute No. TRS 18213

“That the Traffic Subcommittee recommends that Council approves the installation of No Stopping At All Times Restrictions in Woodvale Grove, Fairfield, as shown attached as Appendix 1 to the report.”

For the reasons: the proposed restrictions would:  improve safety within the street for the benefit of all road users; promote compliance with the Land Transport (Road User) Rule 2004; and support Council’s Parking Policy 2017.  The proposed restrictions are supported by the local residents who responded to the consultation documents.

Resolved: (Cr Cousins/Deputy Mayor Bassett)                      Minute No. PRC 18201

“That the apology received from Cr J Briggs, and the apology for lateness received from Mayor Wallace be accepted and leave of absence be granted.”

a)

Encroachment Licence Fees (18/522)

Report No. PRC2018/2/105 by the Principal Policy Advisor

The Principal Policy Advisor elaborated on the report.

In resonse to a question from a member, the Principal Policy Advisor said that there were existing encroachments over drainage reserve land in Wainuomata. People used the land for gardening, however, they were not permitted to build.

In response to questions from members, the General Manager City Transformation said that there were mechanisms to encourage outdoor dining encroachments. For example, closing off carparks or remissions grants to offset the encroachment costs.

RECOMMENDED: (Cr Cousins/Deputy Mayor Bassett)   Minute No. PRC 18202

“That the Committee recommends that the Community Plan Committee recommends that Council:

(i)      notes that the current Policy on Private Use of Hutt City Council Land was adopted by Council in 2003 and therefore is due for review;

(ii)     notes that the review will be completed in two stages, first stage is the review of the current encroachment fees, the second stage a review of the current policy as it relates to encroachments and reserve land;

(iii)    notes that in preparing the draft Long Term Plan (LTP) it was indicated (in the fees and charges section) that encroachment fees were being reviewed and may alter as a result of the review;

(iv)    notes that Council has indicated that a “market value of land” approach should be used when reviewing the setting of encroachment fees and that the first stage of the review has been completed accordingly;

(v)     agrees that the following fees be adopted by Council:

a)    application fee (new applications)                $300.00

b)    application fee (alterations to existing use)   $300.00

c)    changes to existing licences                          $100.00

d)    annual licence fees – for gardens, single garage, double garage, drainage reserves and pavement encroachments – be set as outlined as Option 3 in the report. This takes into consideration the area and value of the encroachment area;

(vi)    agrees that any change to encroachment licence fees be phased in so that the change is made when each licence is due for its next annual licence payment or within 12 months if the anniversary is soon after the decision to increase licence fees is made;

(vii)   agrees that the Chief Executive be given the discretionary power around establishing the annual licence fee for encroachment licences where there are unusual or exceptional circumstances to consider and on an annual basis the Chief Executive to report to the Finance and Performance Committee on any exercise of this discretionary power; and

(viii)  agrees that the recommendations as noted above be included in the final LTP.”    

For the reason that the current policy has not been reviewed since 2003, and Council has indicated that a market value approach should be used when reviewing encroachment fees.

b)

Sea Level Rise - Actions and Recommendations  (18/524)

Report No. PRC2018/2/104 by the Divisional Manager, Strategy and Planning

The Divisional Manager, Strategy and Planning elaborated on the report.

In response to a question from a member, the Divisional Manager Strategy and Planning said that the costs of the sea level mapping and climate change impacts would arise from undertaking detailed mapping of the City.

In response to a question from a member, the Manager Sustainability and Resilience said that it was reasonably certain that the sea level would rise 30-40cm in the next 30 years. The approach of the report was for the community to be engaged from the outset in the hazard mapping process, and the potential effects on their properties. He added that he would send sea level rise data to members.

In response to questions from members, the Divisional Manager Environmental Consents said that Land Information Memorandum (LIM) reports contained links to hazard information held by Council which may be relevant for the property. Furthermore, the hazard data was not specific to individual properties and it was the property owner’s responsibility to determine any potential effects. If detailed environmental data for properties became available, Council would have a legal obligation to put the data on LIMs.

Cr Lulich expressed support for the recommendations. He said that Council needed to obtain detailed data because climate change would negatively impact the community, and action was needed now in order to plan for the future.

Cr Bridson said that Council needed to manage the risks of climate change. There would be a risk to Council if it did not do anything, and also a risk if Council did not put known data on LIMs. In due course, Council would be able to assess climate change scenarios and make decisions about protecting properties, for example, whether to build sea walls or retreat.

RECOMMENDED: (Cr Bridson/Cr Barry)                   Minute No. PRC 18203

“That the Committee recommends that the Community Plan Committee recommends that Council:

(i)    notes the mapping of sea level rise and climate change impacts occurring at regional level does not show in detail the effect of sea level rise on individual assets and households and therefore does not provide sufficient granularity to assist Council to successfully plan for and protect vulnerable parts of the city;

(ii)   makes a budget allocation in the 2018-2028 Long Term Plan to:

(a)     acquire and use sea level rise maps to identify threatened places, assets and communities in Lower Hutt and develop specific response options.  The indicative cost is $100,000; and

(b)     begin engagement with Lower Hutt communities to build a common understanding of the risks faced by the community particularly the potential environmental, social, cultural and economic impacts associated with of climate change.  The indicative cost is $100,000.”

For the reasons outlined in the report.

i)

Representation Review - Draft Proposal for Public Consultation (18/537)

Speaking under public comment, Mr M Shierlaw  said that the evidence showed that the community favoured a change to the election process with 60% of those surveyed supporting either partial or at large representation. He further said that too many councillors were focussing on their favourite areas for utilisation of Council resources. In addition, he believed that some councillors were not keeping up to date with issues in their wards. He recommended that Council be elected as a mix of ward and at large.

Speaking under public comment, Mr B Dyer, representing the Petone Community Board requested that the option of “Boards only” be added to the options that go out for consultation. He added that it was clear from the survey that the wards that had community boards wanted to keep them. In addition, costs for the options should be included in the consultation. Furthermore, Boards advocated for their communities and provided value compared to community panels.

The Divisional Manager Strategy and Planning presented the representation review survey results.

In response to questions from members, the Divisional Manager Strategy and Planning said that there was good representation from the 30-39 year old group. however, many people from the younger age group did not answer the survey even though they were invited to participate. She further said that this was the first survey where the results had been clear that people wanted a change to electoral representation. The first round of consultation would be for four weeks and the second round would be for six weeks. There was a communications plan in place which would assist in describing the differences between panels and boards.

Cr Milne said that survey results differed from other year’s because there were different questions asked each time the survey was done.

Cr Edwards said that the survey results were 41% for a mix of ward and at large, and 16% for at large elections, which resulted in a majority of respondants wanting a change to the current system. However, he considered that people may want the option to retain their community boards, and the proposed resolutions gave no opportunity for this option.

Cr Barry said that the consultation needed to contain a clear distinction that a board provided community representation, and a panel provided community funding. He queried whether the issue should be heard by an independent panel.

The Divisional Manager Strategy and Planning said that she would find out from the Local Government Commission about the issue of using an independent panel for the hearing.

Cr Bridson said that there needed to be a consultation option for city wide community boards.

Cr Lewis requested that the next survey ask participants whether they voted in the Council elections or not. She queried the composition of the hearings subcommittee and requested a member from a board area to sit on the hearing.

The Chair said that appropriate membership of the subcommittee should be the Mayor, or his Deputy, plus the Chairs of the two relevant standing committees, ie, the Policy and Regulatory Committee and the Community Services Committee.

recommended:    (Cr Cousins/Cr Edwards)     Minute No. PRC 18204

“That the Committee recommends that Council :

(i)    directs officers to develop a package of options for further community consultation and report back to the Policy and Regulatory Committee on 2 July 2018 with a draft representation proposal based on the results of that consultation;

(ii)   notes that the proposed package options are:

a)      Status quo for Council, and

1.      no second tier representation, or

2.      Community Panels, or

3.      Community Boards, or

4.      a mix of Community Boards and Community Panels;

b)      Council elected as a mix of ward and at large, and

1.      no second tier representation, or

2.      Community Panels, or

3.      Community Boards, or

4.      a mix of Community Boards and Community Panels;

c)       Council elected at large, and

1.      no second tier representation, or

2.      Community Panels, or

3.      Community Boards, or

4.      a mix of Community Boards and Community Panels;

 (iii) establishes a subcommittee comprising Mayor Wallace (or his Deputy), Cr Cousins and Cr Barratt to consider and approve the representation options developed for community consultation; and

(iv)  notes that Council, once it has agreed on a draft proposal, must publicly notify that proposal no later than 8 September 2018.”

For the reasons outlined in the report.

ii)

Reserve Revocation - Molesworth Street Reserve  (18/464)

Mayor Wallace joined the meeting at 6.50pm.

RECOMMENDED:    (Cr Cousins/Cr Sutton)         Minute No. PRC 18205

“That the Committee recommends that Council:

(i)    notes that there were no submissions to the proposal to revoke the reserve status of the Molesworth Street Reserve; and

(ii)   confirms the proposal to revoke the local purpose reserve status of the property and make the property available for sale for the development of housing.” 

For the reasons outlined in the report.

iii)

August Street Encroachment (18/415)

The Divisional Manager, Parks and Gardens elaborated on the report.

RECOMMENDED:    (Cr Sutton/Cr Lewis)                        Minute No. PRC 18206

“That the Committee recommends that Council:

(i)    notes that the formed driveway to 2/43 August Street, Stokes Valley  is partially located on Council land,  having been constructed around 1987;

(ii)   agrees to rectify the encroachment by way of a boundary adjustment;

(iii)  agrees to sell the encroached area to the property owner of 2/43 August Street, with all costs to be met by the purchaser; and

(iv)  agrees, once the boundary adjustment has been completed, to publicly notify a proposal to declare and classify the balance of the property as recreation reserve.”

For the reason that this will effectively rectify the encroachment.

iv)

Land Exchange - Tocker Street  (18/414)

Speaking under public comment, Ms S Rei, representing the Common Ground Project said that Council’s partnership with the community was very important. Taita residents did not want more development on Walter Nash Park, they wanted the space to grow and connect. She asked that there be an investigation into how part of the park had been sold for housing.

Speaking under public comment, Ms D Awarau, representing the Common Ground Project said that she had only become aware of the Officer’s report today. She requested that Council engage respectfully with the community about the proposal.

The Reserves Asset Manager elaborated on the report. She advised that she had informed Ms Rei about the issue two weeks ago.

In response to a question from a member, the Reserves Asset Manager said that there was no urgency to resolve the issue.

MOVED: (Cr Cousins/Deputy Mayor Bassett)

 “That the Committee recommends that Council:

(i)    endorses in principle a proposal to exchange 100m2 of council reserve for an equal area of adjacent privately owned land, as shown in the plan attached as appendix 1 to the report, and

(ii)   requests officers to publicly notify, in accordance with the Reserves Act 1977 requirements, Council’s intention to exchange the land.”

Cr Sutton said that the proposed land swap could allow another house to be built on the land and she did not support the motion.

Cr Bridson said that more options needed to go out for consultation with the community.

AMENDMENT MOVED: (Cr Bridson/Cr Edwards)

“That the Committee consults with the local community as to the options that may be available to the future of this land, including the options of:

a)        land swap; and

b)        Council purchase of land.”

Resolved:   (Cr Bridson/Cr Edwards)                 Minute No. PRC 18207

“That the Committee consults with the local community as to the options that may be available to the future of this land, including the options of:

a)        land swap; and

b)        Council purchase of land.”

For the reason that the current boundary is unsuitably placed, crossing a public footpath and splitting the ownership of the Tocker Street heritage gates. 

v)

Proposed Lease to Hutt Cricket Academy - Hutt Recreation Ground Grandstand (18/523)

The Divisional Manager Parks and Gardens elaborated on the report.

In response to a question from a member, the Divisional Manager Parks and Gardens said that he would find out whether there had been any complaints to Council regarding the activities of the Hutt Cricket Academy.

Deputy Mayor Bassett said that the Academy was doing great work with the young men and women in the Hutt Valley and he strongly supported the recommendations.

Cr Barry expressed support for Deputy Mayor Bassett’s comments, and also expressed support for the recommendations.

Cr Lulich expressed support for the proposal.

RECOMMENDED: (Cr Cousins/Deputy Mayor Bassett) Minute No. PRC 18208

“That the Committee recommends that Council agrees to lease the first floor of the Hutt Recreation Ground Grandstand to Hutt Cricket Academy for a term of 15 years.”

vi)

Allowing Free-Floating Car Sharing in Hutt City (18/508)

The Sustainability and Resilience Manager elaborated on the report.

In response to questions from members, the Sustainability and Resilience Manager said that the operater would pay the same parking fees, however it would be done on an invoice system every three months. He added that Wellington City Council did not have free-floating parking for car sharing vehicles, but that it had fixed parking.

Cr Lewis left the meeting at 7.09 pm.

Mayor Wallace said that the proposal was an exciting opportunity and an innovative opportunity for getting vehicles off the road.

Cr Lewis rejoined the meeting at 7.11 pm.

Cr Lulich expressed support for the proposal because each of these vehicles could take 15 cars off the road. The strategy would assist to reduce vehicles on the road and improve traffic flow.

Cr Milne said the proposal supported Technology Valley, and if agreeed,  this Council would be one of the first councils in Australasia to undertake this initiative.

Cr Bridson expressed support for Cr Milne’s comments and said that Council would be a leader in this area.

RECOMMENDED:    (Cr Cousins/Cr Bridson)       Minute No. PRC 18209

“That the Committee recommends that Council:

(i)    notes that each car share vehicle can take up to 15 vehicles off the road by offering more travel choice and displacing under-utilised vehicles, thereby reducing pressure on parking;

(ii)   approves the implementation of an annual or quarterly fee for approved car share vehicles, instead of requiring users of those car share vehicles to pay for parking each time they park a vehicle;

(iii)  approves an exemption for car share vehicles to display a parking coupon and coupon exemption permit under section 3.2 of the Hutt City Council Bylaw 2017; and

(iv)  approves an exemption for approved car share vehicles to comply with parking time restrictions P60 and longer.”

vii)

Earthquake-Prone Priority Buildings (18/498)

The Seismic Assessment Officer elaborated on the report.

In response to a question from a member, the Seismic Assessment Officer said that officers had assessed which routes had only one entrance and egress with regard to earthquake-prone priority buildings. Lower Hutt had a grid network of roads which could provide alternate routes for getting emergency personnel into an area, and also getting people out of an area.

In response to a question from a member, the Divisional Manager Environmental Consents said that the proposed Subcommittee would make a decision about the priority traffic routes in the event of an earthquake.

RECOMMENDED: (Cr Cousins/Deputy Mayor Bassett) Minute No. PRC 18210

“That the Committee recommends that Council:

(i)         uses the special consultative procedure described under section 83 of the Local Government Act 2002 to identify thoroughfares with sufficient vehicular and pedestrian traffic, onto which parts of unreinforced masonry (URM) buildings could fall in the event of an earthquake;

(ii)        does not use the special consultative procedure described under section 83 of the Local Government Act 2002 to identify strategically important routes which could be impeded by the collapse of buildings in the event of an earthquake; and

(iii)       agrees to establish a subcommittee comprising of Cr Cousins, Cr Edwards, and Cr Bridson, with alternates, Cr Lewis and Cr Barry to:

(a)        hear submissions on the proposed Priority Routes and Earthquake-Prone Buildings proposal;

(b)        recommend the appropriate action to Council for consideration and approval; and

(c)        be given delegated authority to approve minor amendments to the Priority Routes and Earthquake-Prone Buildings proposal prior to public consultation.”

For the reasons that is a legislative requirement under section 133 AF(2)(a) of the Building Act 2004, and officers were able to confirm that there were no routes in Lower Hutt that meet the criteria of section 133AE(1)(f) of the Building Act 2004 and the Ministry of Business, Innovation and Employment’s (MBIE) guidance on identifying priority buildings.

viii)

Review of Policy on Appointment of Members of the District Licensing Committee (18/271)

RECOMMENDED:    (Mayor Wallace/Cr Bridson)               Minute No. PRC 18211

“That the Committee recommends that Council:

(i)          adopts the amendments to the Appointment of Members of the District Licensing Committee Policy, as attached as Appendix 1 to the report (shown as tracked changes); and

(ii)         appoints Cr Cousins and Cr Edwards as members of the Appointment Panel.”

For the reason that the current Appointment of Members of the District Licensing Committee Policy needs to be reviewed every five years.

6.

Proposed Consultation on Reserve Classification, Walter Mildenhall Park (18/348)

Report No. PRC2018/2/111 by the Asset Planner

Cr Cousins declared a conflict of interest.

The Asset Planner elaborated on the report.

In response to questions from members, the Asset Planner said that the proposal would make the site compliant with the Reserves Act 1977.  She added that the site could have gone through this process some years ago.

Resolved: (Cr Sutton/Mayor Wallace)                               Minute No. PRC 18212

“That the Committee:

(i)    directs officers to undertake consultation on a proposal to classify 4 properties as Local Purpose Reserve (Community Buildings) in Walter Mildenhall Park in accordance with the Reserve Act 1977; and

(ii)   requests that officers report back with the consultation results in the July 2018 round of meetings.”

7.

General Manager's Report  (18/421)

Report No. PRC2018/2/120 by the Divisional Manager, Regulatory Services and Emergency Management

The Divisional Manager Environmental Consents and the Divisional Manager Regulatory Services and Emergency Management elaborated on the report.

In response to questions from members, the Divisional Manager Environmental Consents said that for future reports she would provide a breakdown of data for the liquor licences, and information about fast tracked Resource Management Act applications. She further said that she would inform Councillors whenever a resource consent application had significant public interest.

Resolved: (Cr Lulich/Cr Milne)                                          Minute No. PRC 18213

“That the Committee notes the contents of this report.”

Policy and Regulatory Committee Work Programme (18/422)

Report No. PRC2018/2/46 by the Committee Advisor

Resolved: (Cr Cousins/Mayor Wallace)                               Minute No. PRC 18214

“That the report be noted and received.”

Resolved:   (Cr Cousins/Cr Sutton)                                 Minute No. PRC 18215

“That the public be excluded from the following parts of the proceedings of this meeting, namely:

11.     ECNZ Track Land Acquisition (18/427)

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:

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 section 6 or 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as specified in Column (B) above.”

Resolved:  (Cr Bassett/Cr McDonald)                                Minute No. CDC 18201

“That the apology received from Cr Milne be accepted and leave of absence be granted.”

Riverbank Market (18/491)

Report No. CDC2018/2/124 by the CBD Development Manager

Cr Barry declared an interest in the item and took no part in discussion or voting on the matter.

Speaking under public comment, Mr G Hamilton, Market Manager for Riverbank Market, expressed his wish for support from Council. He believed the market was well run and he had not been treated fairly in relation to the traffic management. He added that it was once the biggest market in New Zealand, going from 10,000 visitors to between 20,000 and 30,000 visitors in the summer. 

Cr Barry joined the meeting at 5.32pm.

In response to questions from members, Mr Hamilton said there had been issues with the traffic prior to the traffic management trial, he had put a proposal forward to Council. He added that the original planned layout for the market would have put it on the road the opposite side to the Countdown store. He was concerned that the $2.00 charge could turn people away, as many cars only had one person.

In response to further questions from members, Mr Hamilton confirmed that he was aware of the development for the river protection. He added his suggestion was to get the Cancer Society to collect $2.00 as vehicles arrived at the market, as they did at the market in Wellington. He further added that the market would not move to another location, it would stay in Lower Hutt, until the Council ended the licence.

The CBD Development Manager, Divisional Manager, City Growth and Ms Harriet Fraser, a professional Traffic Engineer consulting Council, all elaborated on the report.

In response to a question from a member, the CBD Development Manager advised that the Countdown supermarket stringently monitored its customer car park and the Harvey Norman store had introduced car park monitoring.

In response to question from a member, the Divisional Manager, City Growth advised that the rent charged to the market was commercially sensitive, he confirmed it went into the revenue line for Council and could not be used to undertake the additional costs for the traffic management system. 

The Chair advised that his recommendation was for the market to continue, but not for ratepayers to subsidise the additional cost, so he supported the $2.00 per hour parking charge. 

RECOMMENDED:  (Deputy Mayor Bassett/Cr Sutton)    Minute No. CDC 18202

“That the Committee recommends that the Community Plan Committee:

(i)    notes the Market is operated under a Licence which expires on 31 August 2019;

(ii)   notes that the growth of the market has led to complaints from neighbouring businesses that it negatively impacts the operation of their businesses;

(iii)  notes that a review of the traffic effects was undertaken and a traffic control response was trialled from 2 February 2018;

(iv)  notes that the traffic control response appears to be effective in mitigating the road congestion;

(v)   notes that the traffic control costs for the four week trial from 2 February were $18,634. Ongoing traffic control costs are $4,098.50 per market day  amounting to $213,122 per annum;

(vi)  notes that these costs could be recovered (in part or whole) through the introduction of a user pays parking scheme during the hours of the Market on Saturday. Estimated revenue could be up to $5,186 (GST excl.) per market day. This $269,672 per annum revenue would cover the cost for the traffic control and any additional parking wardens;

(vii) agrees to continuing the Riverbank Market until 31 August 2019; and

(viii)recommends to Council the introduction of user pays parking at $2.00 per hour in the Riverbank Market on Saturdays from 7am to 2pm.”  

For the reasons that traffic control measures for the Market are adding significant cost to the operation of the market which are currently unbudgeted; and these costs could be offset in whole or in part by charging users of the Market a small charge for parking in the Riverbank carpark on market days.       

RESOLVED: (Deputy Mayor Bassett/Mayor Wallace)       Minute No. CDC 18203

“That the Committee recommends that as a matter of priority officers be asked to investigate a site or sites for the market and report back to the City Development Committee in six months.”

Options For Archives Storage, Office and Exhibition Spaces (18/430)

The Chief Information Officer, City Archivist and Corporate Information Manager all elaborated on the report.

Mayor Wallace left the meeting at 6.21pm

In response to questions from members, the City Archivist advised that around 4% of the archives were digitised, it was estimated it would take up to 10 years and cost around $20-25M to digitise all of the archives. She added that there was potential to store with an external storage company, although costs would be incurred for retrieving information each time it was requested. She further added that a retention disposals schedule had been agreed to which set the types of documents which must be stored.

Mayor Wallace rejoined the meeting at 6.26pm.

The Chair thanked officers present for all their work with the archives. He suggested an addition of (vi) to the recommendation in the officer’s report, which was seconded by Cr Barratt. Members suggested additional wording for a draft development plan to the motion, which was agreed to by both the mover and seconder.

ReCOMMENDED: (Deputy Mayor Bassett/Cr Barratt)Minute No. CDC 18204

“That the Committee recommends that Council:

(i)    receive the report;

(ii)   notes the limitations of the current facilities;

(iii)  notes the level of fire risk identified;

(iv)  agree that the Archives will stay in the current premises for the duration of the current lease (until 31 March 2023) and that officers will work to relocate the Archives at that time;

(v)   notes that the Archives, Libraries and Museums will work together to organise shared exhibition spaces; and

(vi) asks officers:

(a)    to investigate opportunities for exhibition spaces and report back to the Committee in six months; and

(b)    that a draft development plan be prepared for Council to consider, that will allow the archives to tell the story of the city.” 

For the reason that recent advice has indicated a greater fire risk at the archives than previously understood. Mitigation options to reduce fire risk are limited and eventual relocation should be planned.

6.

Hutt Valley Chamber of Commerce - Six Monthly Update to 31 December 2017 (18/212)

Report No. CDC2018/1/56 by the Divisional Manager City Growth

In response to questions from members, the Divisional Manager City Growth advised that he and the General Manager, City Transformation were to meet with the Hutt Valley Chamber of Commerce (HVCC) to discuss the relationship with Council going forward. He added that following this meeting he would meet with both the Chair and Deputy Chair of the Committee.

Members discussed the situation with HVCC and the Chair agreed to keep all members informed following the meeting with the Divisional Manager, City Growth.

Resolved:  (Deputy Mayor Bassett/Cr Sutton)                  Minute No. CDC 18205

“That the Committee receives the report.”

For the reason the HVCC is required to report six monthly to this Committee on performance against agreed targets.

7.

Wainuiomata Development Plan - Update (18/618)

Report No. CDC2018/2/123 by the City Promotion Manager

Love Wainuiomata Incorporated submission to Hutt City Council’s (HCC) Long Term Plan (LTP) was tabled for members of the Committee

The City Promotion Manager introduced the team from Love Wainuiomata Incorporated of Nikki Wynne, Clive Cannons, Lisa Black, Melody McLaughlin, Nic Dalton and Esther King. Leah Clark had passed on her apologies to the meeting. The members of the Love Wainuiomata Incorporated team elaborated on the report and provided an update of their experience with Love Wainuiomata Incorporated and the projects which had been developed and completed.

In response to a question from a member, the City Promotion Manager advised that funding given to Love Wainuiomata Incorporated had been $100k a year for three years up to 30 June 2018, the group would attend HCC’s Community Plan Committee to speak to their LTP submission.

Resolved:  (Deputy Mayor Bassett/Cr Barry)                    Minute No. CDC 18206

“That the Committee:

(i)    notes the ongoing voluntary work to progress the Wainuiomata Development Plan; and

(ii)   notes the community vision and the Love Wainuiomata Incorporated’s work completed to date.”

For the reasons that the Wainuiomata Development Plan has been a unique community led approach and through partnering with Council has led to high engagement on the economic future of the suburb; and that there is currently no further funding for the Wainuiomata Development Plan beyond FY2017/2018 and Love Wainuiomata Incorporated’s is prepared to continue to lead further activities to realise the long term vision of the Wainuiomata Development Plan.

8.

Petone Recreation Ground - Grandstand Update (17/1739)

Report No. CDC2017/5/307 by the Asset Manager, Parks

The Asset Manager, Parks elaborated on the report.

In response to questions from members, the Asset Manager, Parks advised that a submission would not be ready for the Long Term Plan, it would be submitted for Annual Plan consideration next year, as the refurbishment costs still required refinement. He further confirmed that the balustrade replacement work would be undertaken within the next few weeks to be health and safety compliant.

The Divisional Manager, Parks and Gardens advised that any change to building codes would put the building below the compliance level, which was expected within the next three to five years.

In response to a question from a member, the General Manager, Corporate Services confirmed that no provision had been made in the Long Term Plan in relation to the grandstand.

Resolved:  (Deputy Mayor Bassett/Cr Barratt)                 Minute No. CDC 18207

“That the Committee:

(i)    notes that the Petone Recreation Ground grandstand at some time soon will need significant capital investment if it is to continue to be used by the public;

(ii)   notes that the grandstand is approximately 80 years old, while it is functional and meets the current building standard, there is a need to invest in the asset if it is to be retained;

(iii)  notes that officers consider it timely to review the operational relevance of the grandstand and have obtained cost estimates to undertake work on the building;

(iv)  notes the options and rough order costs detailed in the report; and

(v)   requests officers to engage with Petone Recreation Ground users, the Petone Community Board and Petone 2040 before reporting back to Council with a recommendation on a preferred option and timing.”

9.

General Managers' Report (18/465)

Report No. CDC2018/2/126 by the Manager Development Liaison

The General Manager, City and Community Services advised that the project budgets for both Huia Pool and Koraunui Stokes Valley Hub had been closed out, both were significantly under budget.

The General Manager, City Transformation elaborated on the report.

Resolved:  (Deputy Mayor Bassett/Mayor Wallace)         Minute No. CDC 18208

“That the Committee notes the updates contained in the report.”

10.

Temporary Road Closures Subcommittee Minutes - 9 April 2018 (18/477)

Report No. CDC2018/2/60 by the Committee Advisor

Mayor Wallace declared an interest in the item and took no part in discussion or voting on the matter. 

Resolved:  (Deputy Mayor Bassett/Cr Sutton)                  Minute No. CDC 18209

“That the Temporary Road Closure Subcommittee minutes dated 9 April 2018 be received.”

a)

Six Monthly Report on International Relations Work Programme (18/466)

Memorandum dated 16 April 2018 by the International Relations and Project Manager

The International Relations and Project Manager elaboated on the Memorandum.

In response to questions from members, the International Relations and Project Manager advised that the Sister Cities New Zealand 2018 Conference in May 2018 theme focussed on technology and was open to anyone interested in the sister city programme.

Mayor Wallace advised that councillors would receive an invite to attend the welcome session of the conference on 24 May 2018.

Resolved:  (Deputy Mayor Bassett/Cr Barry)           Minute No. CDC 18210

“That the information be received.”

b)

City Development Committee Work Programme (18/467)

Report No. CDC2018/2/61 by the Committee Advisor

The Chair noted the addition to the work programme of the six month updates on archives and the location of the Riverbank Market. 

Resolved:  (Deputy Mayor Bassett/Cr Barratt)        Minute No. CDC 18211

“That the work programme be received.”

Suspension of Standing Orders

Resolved: (Cr Sutton/Cr Barratt)                                       Minute No. CSC 18201

“That Standing Order 4.4 be temporarily suspended due to the technology not being available at the meeting venue.”

Resolved: (Cr Barratt/Mayor Wallace)                              Minute No. CSC 18202

 “That the apologies received from Cr Briggs and Cr Milne be accepted and leave of absence be granted.”

Verbal Update from Community Connections (18/495)

Mrs A Cole, a Service Coordinator at Community Connections, advised her organisation was not-for-profit and worked to support people with disabilities. It provided individualised support so that clients could continue to live in their own environment, build networks and reach goals.  She highlighted their work as guides and mentors to help people with disabilities to build capabilities and live their lives. She said they worked hard to build resilience in their clients and dispel stigma.

In response to questions from members, Mrs Cole advised the organisation was funded by the Ministry of Health. She said clients were referred to them by GPs or Life Unlimited. She believed a new pilot that provided individual funding would give clients more control and choice than before.

In response to a question from a member, the Chair advised Community Connections was represented on Council’s Accessibility and Inclusiveness Plan Subcommittee.

Resolved: (Cr Barratt/Mayor Wallace)                              Minute No. CSC 18205

“That in terms of Standing Order 10.4, precedence be accorded to Item 6 dealing with the Epuni Hall Lease.”

Targeted Swimming Programmes (18/513)

Report No. CSC2018/2/102 by the Divisional Manager, Leisure Active

The Divisional Manager, Leisure Active elaborated on the report.

In response to questions from members, the Divisional Manager, Leisure Active advised the figure of $126,000  for extending the Magic Card scheme was based on the current card usage extrapolated to children in other schools and the cost of their pool visits. He said the effectiveness of Option 5 in other regions had not been investigated. He believed Option 5 would provide an effective resource to create connections with targeted children and their families in low decile areas.

Members discussed the benefits and disadvantages of Option 5 and noted the Community Plan Committee would make a final decision on the matter.

RECOMMENDED: (Cr Barratt/Cr Lulich)                   Minute No. CSC 18204

“That the Committee recommends that the Community Plan Committee:

(i)        receives the report;

(ii)       notes that of all the options presented, officers believe Option 5 (new position – requested funding $80,000) would make the greatest difference; and

(iii)      notes that currently there is no funding identified in the draft Long Term Plan for any of the presented items.”

Epuni Community Hall Lease (18/578)

Speaking under public comment, Mr M Gibson, Chair of The Hutt City Musical Theatre (HCMT) advised the group  comprised approximately 70 members and was in the process of setting up a junior musical theatre which would further increase its size. He said if the Epuni Hall lease was not renewed, the group would not be able to continue. He highlighted the group’s competency at managing bookings and the ability of regular users to continue to use the hall during production periods.

In response to questions from members, Mr Gibson said that limiting the time HCMT could use the facility would make it difficult for the group to continue. He estimated the cost of venue hire would double and the income loss from hall hire would make HCMT unsustainable. He noted that the Hutt Repertory Theatre would not be suitable for HCMT to use. He said the lease renewal was not discussed at the group’s meeting with officers in November 2017 and at the meeting in April 2018, officers did not consult or discuss their report. He emphasised that certainty of bookings and income were both needed since some shows ran at a loss and income from grants was unreliable.  He confirmed the group advertised its contact details, kept the hall clean and tidy and ensured equitable use by hirers.

The Divisional Manager, Parks and Reserves  elaborated on the report. He noted HCMT had been competently managing the lease on Epuni Hall. He emphasised his recommendation was a reflection of temporary hall closures and a response to a request from the Central Community Panel (the Panel) rather than a reflection on HCMT.

In response to questions from members, the Divisional Manager, Parks and Reserves said there were a number of new facilities available for groups to hire. He highlighted the Divisional Manager, Community Hubs would try to match groups with spaces available. He said the Panel had been aware of local groups that were in need of venues and recognised the Epuni Community Hall (the hall) was a valuable asset that could be more available. He was unclear if local groups had an issue with the affordability or the availability of venues.

Cr Edwards noted the Panel had been aware many groups in the community could not afford venue charges and the Panel had considered using their budget to pay the charges for some groups.  He said it was important that HCMT recognised the hall was in high demand. Mayor Wallace believed there was potential to accommodate Naenae community groups in their local area. He suggested the Panel worked alongside groups to find venues.

The motion was taken in parts. Parts (i) – (iii) were declared CARRIED on the voices.

RECOMMENDED:    (Cr Barratt/Mayor Wallace)             Minute No. CSC 18205

“That the Committee recommends that Council:

(i)    notes that the main part of the Epuni Community Hall is leased to the Hutt City Musical Theatre which manages the hall for its use and makes it available to other groups for hire;

(ii)   notes that the lease expired on 30 September 2017 and since then has been on a month-to-month basis; and

(iii)  agrees to renew the lease with the Hutt City Musical Theatre for a defined period (say 3 years), working closely with the organisation to help increase use of the facility by other regular users.”

7.

General Manager's Report (18/472)

Report No. CSC2018/2/103 by the General Manager, City and Community Services

Speaking under public comment, Ms V Perris representing Plunket, expressed appreciation for Plunket’s ability to use the community hubs. She noted they were strategically placed, encouraged a higher uptake of clients and enabled clients to access other services. She highlighted the collegial support Plunket staff received from other staff at the hubs that enabled them to better provide care and support.

Responding to a question from a member, Ms Perris highlighted the beneficial nature of the hubs to Plunket’s work and reinforced Plunket’s interest in being a part of any future hubs.

The Divisional Manager, Leisure Active elaborated on the report.

In response to questions from members, the Divisional Manager, Leisure Active advised the design brief for the proposed Naenae Hub covered goals and space requirements rather than design. He added engineers would be assessing the feasbility of connecting the Naenae Pool to the Naenae Hub. He confirmed the Divisional Manager, Community Hubs would be meeting with staff to discuss the requirements of other Council divisions such as Archives and Emergency Operations.

Mayor Wallace clarified that the viability of the Wainuiomata Library and Community Centre was not at risk. He noted the Wainuiomata Hub would be a re-development of the existing library and community centre rather than a new centre.

Resolved: (Cr Barratt/Cr Sutton)                                       Minute No. CSC 18206

“That the Committee notes the updates contained in the report.”

8.

Presentation for Meeting on 5 July 2018 (18/655)

Report No. CSC2018/2/64 by the Committee Advisor

The Chair advised that the next meeting to be held on 5 July 2018 would be held at a community space with details to be advised shortly. She proposed that meetings continued to be held in the community.

Members noted that the Committee would receive a presentation from YOUth Inspire at its next meeting.

Members thanked Ms Milne and her team for their warm welcome to the Re-Makery.

Resolved:  (Cr McDonald/Cr Bridson)                               Minute No. HVSC 18201

“That the apology for lateness from Mayor Wallace, HCC, be accepted.”

Resolved:  (Cr McDonald/Cr Wheeler)                              Minute No. HVSC 18202

“That the minutes of the meeting of the Hutt Valley Services Committee held on Friday, 2 March 2018, be confirmed as a true and correct record.”

Proposed Health and Hygiene Bylaw (18/603)

The Policy Advisor, Hutt City Council elaborated on the report .

Mayor Wallace, HCC joined the meeting at 9.32am.

ReCOMMENDED:  (Cr McDonald/Mayor Guppy)   Minute No. HVSC 18203

“That the Committee recommends that:

(i)    Hutt City Council:

(a)   notes at its meeting held on 13 March 2018 it approved a timeframe to undertake the development of the Proposed Health and Hygiene Bylaw (Minute No. C 18134(3));

(b)   notes the reasons for the revocation of the decision is because of unexpected staffing shortages and other workload priorities; and

(c)   agrees to revoke Minute No. C 18134(3) (attached as Appendix 1 to the report);

(ii)   Hutt City and Upper Hutt City Councils agrees to the proposed timeframe outlined below for its development:

(a)              4 May 2018 - Hutt Valley Services Committee – sign off timeframe;

(b)  22 May 2018 - Hutt City Council ordinary meeting;

(c)  23 May 2018 - Upper Hutt City Council ordinary meeting;

(d)  23 November 2018 Hutt Valley Services Committee – sign off proposed bylaw recommending establishing a joint hearings subcommittee and membership of that subcommittee;

(e)  11 December 2018 - Hutt City Council ordinary meeting; and

(f)   19 December 2018 - Upper Hutt City Council ordinary meeting.

(iii)  notes after 15 January 2019 public notice will be given in the Hutt News and Leader papers and that the Special consultative procedure starts January 2019;

(iv)  delegates to the joint hearings subcommittee to agree on a time, date and location of a hearing if submissions are received;

(v)   notes any other action required from the joint hearings subcommittee to be determined after submission period has closed; and

(vi)  notes that the joint hearings subcommittee will meet to hear submissions and make recommendations on the proposed Bylaw for consideration and adoption by Hutt City and Upper Hutt City Councils.”

 6.

PROJECT PENCARROW PROGRESS REPORT 24 JANUARY 2018 - 11 APRIL 2018 (18/589)

Report No. HVSC2018/2/52 by the Wastewater Contracts Manager, Wellington Water

The Contracts Manager, Solid Waste, Hutt City Council elaborated on the report.

Resolved:  (Cr McDonald/Mayor Wallace)                       Minute No. HVSC 18204

“That the Committee notes the progress on Project Pencarrow as outlined in the report.”

7.

SILVERSTREAM LANDFILL UPDATE (18/587)

Report No. HVSC2018/2/53 by the Landfill Consultant, Tonkin and Taylor

The Contracts Manager, Solid Waste, Hutt City Council elaborated on the report. He added that the current Ministry for the Environment (MfE) audit of the Waste levy collection, had not raised any items of concern.

In response to questions from members, the Contracts Manager, Solid Waste, Hutt City Council advised that Greater Wellington Regional Council (GWRC) had reviewed complaints received relating to odour. GWRC had not yet detected an odour level above a level which would affect the resource consent of the landfill. Nevertheless, he acknowledged the concerns of nearby residents, reiterated Council’s desire to be a good neighbour, and stated that staff, consultants and contractors were all focussed on minimising any odour nuisance. He added that Pioneer Energy Limited (PEL) was in the process of renewing its resource consent for the operation of the Gas Power Plant. It appeared that GWRC may be looking to increase PEL’s responsibility for odours coming from the landfill.

In response to further questions from members, the Contracts Manager, Solid Waste, Hutt City Council advised that all landfills had some odour issues. He advised that staff had visited some of New Zealand’s largest and best landfills to observe best practice, and felt that Silverstream Landfill was performing comparatively well. The residential properties nearby were quite far away in landfill terms, unfortunately there seemed to be a preferential route for the odour, affecting properties in a specific/limited area in Stokes Valley. He added that for any staff working at the landfill, hydrogen sulphide would be a concern, so staff generally wore monitors to alert them to the presence of the gas.

Resolved:  (Cr McDonald/Cr Wheeler)                              Minute No. HVSC 18205

“That the Committee notes the progress on Silverstream Landfill.”

8.

Akatarawa Cemetery Update (18/480)

Report No. HVSC2018/2/54 by the Parks and Reserves Manager, Upper Hutt City Council

The Parks and Reserves Manager, Upper Hutt City Council elaborated on the report.

In response to questions from members, the Parks and Reserves Manager, Upper Hutt City Council advised that the general trend of 48% burials and 52% interment of ashes remained. He further advised February’s low interment numbers had effected budgets, although operational costs could fluctuate throughout the year. In the funeral sector there might be a higher average for cremations, although not all ashes were then interred to the cemetery.

The Parks and Reserves Manager, Upper Hutt City Council advised that he was not aware of any bylaws preventing the spreading of ashes in certain areas. He highlighted a bigger issue would be with the volume of ashes spread in one area.

Resolved:  (Deputy Mayor Bassett/Cr Wheeler)                Minute No. HVSC 18206

“That the report be noted and received.”

9.

Hutt Valley Trunk Wastewater Services Financial Statements for the Period Ended 31 March 2018 (18/596)

Report No. HVSC2018/2/55 by the Financial Accounting Manager, Hutt City Council

The Financial Accounting Manager, Hutt City Council elaborated on the report. He advised that the forecast for $0.1M deficit at the end of the year was due to the depreciation level as it had been underappreciated what this would be. It was a non-cash item, so it would not be shared between the two Councils. It was likely to have an opposite effect with a potentially lower charge to Upper Hutt City Council going forward. He added that revaluation of assets reflected a $8.3M increase in the asset values.

In response to a question from a member, the Financial Accounting Manager, Hutt City Council confirmed that there were no items of concern in respect of exception reporting.

Resolved:  (Cr McDonald/Mayor Wallace)                       Minute No. HVSC 18207

“That the Committee:

(i)    notes the financial statements for the Hutt Valley Trunk Wastewater Services for the period ended 31 March 2018, attached as Appendix 1 to the report;

(ii)   notes a Year-to-Date net deficit of $8.6 million which is $0.3 million unfavorable to budget;

(iii)  notes a Year-End-Forecast net deficit of $11.2 million which is $0.1 million unfavourable to budget;

(iv)  notes that the current share of operational funding from Upper Hutt City Council of 34% and Hutt City Council of 66%; and

(v)   notes that the current share of capital funding from Upper Hutt City Council of 30% and Hutt City Council of 70%.”

10.

Dog Control Update (18/481)

Report No. HVSC2018/2/56 by the Manager, Compliance Services, Upper Hutt City Council

The Divisional Manager, Regulatory Services and Emergency Management, Hutt City Council elaborated on the report.

In response to questions from members, the Divisional Manager, Regulatory Services and Emergency Management, Hutt City Council advised that there was a $30 charge for microchipping dogs and cats, which was about half the fee charged by vets. He believed the $600k donated to the SPCA for de-sexing cats and dogs could last around two to three months. He confirmed that owners of dangerous dog breeds had been contacted directly in relation to this. There had also been an application put in for funding from the $900k fund available nationally from Government for de-sexing dangerous dog breeds. He estimated that 90% of dangerous dog breeds in the Hutt Valley were already de-sexed.

Members requested that going forward the report would include comparison statistics for the previous year.

Resolved:  (Cr McDonald/Cr Wheeler)                              Minute No. HVSC 18208

“That the report be noted and received.”

11.

Dog Control Update (18/482)

Report No. HVSC2018/2/57 by the Divisional Manager, Regulatory Services and Emergency Management, Hutt City Council

Resolved:  (Cr McDonald/Cr Wheeler)                              Minute No. HVSC 18209

“That the Committee notes and receives the information.”

12.

HEALTH OFFICE ACTIVITIES UPDATE (18/560)

Report No. HVSC2018/2/58 by the Senior Environmental Health Officer - RMA and Contracts

The Senior Environmental Health Officer – RMA and Contracts, Hutt City Council elaborated on the report. He added that going forward the report would focus on trends, with an emphasis on alcohol, food and noise complaint data.

In response to questions from members, the Senior Environmental Health Officer – RMA and Contracts, Hutt City Council advised that the number of noise complaints for Lower Hutt were consistent with figures from last year which was expected during the summer months.

The Senior Environmental Health Officer – RMA and Contracts, Hutt City Council further advised that in relation to infectious disease reports, his team’s work with Regional Public Health, amusement devices, freedom camping and the restriction on scattering ashes on Lower Hutt parks and reserves and from wharves.

Resolved:  (Cr McDonald/Deputy Mayor Bassett)            Minute No. HVSC 18210

“That the Committee notes and receives the information.”

13.

MINOR ITEM NOT ON THE AGENDA - Regional Joint Services Opportunities

Resolved:  (Deputy Mayor Bassett/Cr McDonald)            Minute No. HVSC 18211

“The Committee notes that Regional Joint Services Opportunities was not included on the agenda for the meeting, for the reason that the information was not received until after the agenda had been delivered.”

Mayor Guppy, Upper Hutt City Council expressed thanks to Hutt City Council for allowing Upper Hutt residents to use Lower Hutt libraries whilst their library was out of use.

Deputy Mayor Bassett, Hutt City Council advised that at the recent Hutt City Council’s City Development Committee meeting a report had been considered relating to the exhibition and displaying of archives. Following the meeting information from a member of the public, suggested the possibility of working with Upper Hutt City Council on the objective. He requested that officers report back on working closer together with Upper Hutt City Council on displaying archives jointly.

The Chief Executive, Upper Hutt City Council advised that Upper Hutt City Council archives were stored digitally, with public access via a website, Upper Hutt Recollect, instead of public access to the physical archives.

Members from Hutt City Council advised that their archives were quite full and that officers were exploring options on how best store the archives. Members were interested in how Upper Hutt City Council displayed their information, to learn from this and possibly work together to achieve the objectives in the Hutt Valley.

Members from Upper Hutt City Council added that there was space in their libraries for displays which were updated on a regular basis and the Expressions Centre had a commitment to display archives.

Attachment 1

Hutt City Council Minute C 18134(3)

Resolved:  (Cr Milne/Mayor Wallace)                                Minute No. FPC 18201

“That the apology received from Cr Briggs be accepted and leave of absence be granted and the apologies for lateness received from Cr Barry and early departure from Cr Cousins be accepted.”

Business Case - Technology One SaaS Proposal (18/598)

Report No. FPC2018/2/115 by the Chief Information Officer

The Chief Information Officer elaborated on the report.

In response to a question from a member, the Chief Information Officer advised he was confident that the promised service delivery for the price quoted would be received, as a comprehensive due diligence process had been conducted.

In response to further questions from members, the Chief Information Officer advised a governance group overseeing the project would be set up, which would include an external member.  He agreed that regular reporting to the Committee would occur and significant consultation had already occurred regarding best practice and process.

RECOMMENDED:  (Cr Milne/Cr Lulich)                    Minute No. FPC 18202

“That the Committee recommends that the Community Plan Committee:

(i)    supports the business case, attached as Appendix 1 to the report, for the implementation of TechnologyOne Software as a Service;

(ii)   notes that the requested amount for TechnologyOne Software as a service is in the draft budget as a provision;

(iii)  confirms the draft budget of $1.5M to transition to TechnologyOne Software as a Service, and annual operating budget of $0.524M; and

(iv)  requests officers to report back to the next Finance and Performance Committee meeting regarding governance procedures for this project and thereafter regularly report to that committee regarding progress.”

i)

Lending to Council Controlled Organisations (18/559)

Deputy Mayor Bassett, Crs Cousins and Milne declared an interest in the item and took no part in discussion or voting on the matter.  Mayor Wallace assumed Chair for the item.

The General Manager, Corporate Services elaborated on the report. 

Mayor Wallace advised members that Council’s treasury advisors had been consulted regarding the proposal and endorsed officers’ recommendations.

RECOMMENDED:  (Mayor Wallace/Cr Barratt)   Minute No. FPC 18203

“That the Committee recommends that Council:

(i)    approves extending the maturity of existing loan agreements to allow Council to continue on-lending up to:

(a)        $3.5M to Seaview Marina Limited (SML);

(b)        $13.0M to Urban Plus Limited (UPL); and

(c)        $3.0M to The Hutt City Community Facilities Trust (CFT); and

(ii)   approves a further short term funding facility of $5.0M to UPL for project financing of property developed for resale by UPL included in the UPL Statement of Intent (SOI);

(iii)  agrees that these approvals will cover the period up to 30 June 2021;

(iv)  agrees that the maximum maturity date for any loan is limited to three years from the date the loan is arranged;

(v)   agrees that the margins on loans to Council Controlled Trading Organisations (CCTOs) (SML and UPL) be 1.0%, and 0.5% for Council Controlled Organisations (CCOs) (CFT);

(vi)  requests officers to draw up formal agreements between Council and the CCTOs/CCOs outlining the terms and conditions associated with these loans; and

(vii) agrees that any amount borrowed by Council and on-lent to a CCTO/CCO be treated as an investment for the purposes of calculating Council’s net debt figure when considering the Financial Strategy Limits.”

For the reasons that SML, UPL and CFT require loan funding to deliver the outcomes contained in their respective SOI’s and that Council, due to its strong credit rating and access to debt funding via the Local Government Funding Agency, can provide the required loan funding at the lowest cost to the Council group.

ii)

Tax Risk Governance Framework and Tax Risk Management Strategy (18/620)

Cr Milne resumed the Chair.

The Chief Financial Officer elaborated on the report.  He highlighted that the Inland Revenue Department (IRD) was focussed on local government and it was an IRD expectation for large organisations to put in place tax risk frameworks and strategies.

In response to a question from a member, the Chief Financial Officer advised that Council’s current insurance covered for business interuptions, but it did not extend to costs related to an IRD audit.  He added that the IRD provided Councils with an opportunity to disclose areas of non-compliance with tax laws, such a disclosure may impact the level of penalty imposed.

The General Manager, Corporate Services elaborated on the issues related to Council.

In response to further questions from members, the Chief Financial Officer advised the strategy was not a statutory requirement, it provided the auditors with an assurance that Council’s tax affairs were in order.  He added Council’s tax advisors would report annually regarding Council’s compliance with the strategy and provide updated advice concerning any legislative changes.

RECOMMENDED:  (Cr Milne/Mayor Wallace)           Minute No. FPC 18204

“That the Committee recommends that Council approves the Tax Risk Governance Framework and associated Tax Risk Management Strategy attached as Appendix 1 to the report.”

6.

Revolving Cash Advances Facility - Refinancing Options (18/588)

Report No. FPC2018/2/134 by the Chief Financial Officer

The Chief Financial Officer elaborated on the report.

In response to a question from a member, the Chief Financial Officer advised that in the event of a major disaster, funding from the Local Government Funding Agengy could be available, together with the credit facility.

Resolved:  (Cr Milne/Cr Edwards)                                     Minute No. FPC 18205

“That the Committee

(i)    receives the report;

(ii)   notes that Council’s current $15M credit facility expires on 31 July 2018;

(iii)  notes that a larger credit facility will enable officers to run a larger commercial paper programme without beaching the liquidity ratio limit, the potential benefit of which could be a lowering of Council’s average cost of borrowings;

(iv)  consistent with Council’s Treasury Risk Management Policy, authorises the Chief Financial Officer to negotiate refinancing terms for a credit facility with a line fee not exceeding 30 basis points (0.30%), for a three year term; and

(v)   subject to part (iii) above, authorises a credit facility of $35M with a term of three years to be in place by no later than 31 July 2018.”

7.

HCC Group Asset Revaluation as at 31 December 2017 (18/621)

Report No. FPC2018/2/130 by the Financial Accounting Manager

The Financial Accounting Manager elaborated on the report.

Mayor Wallace left the meeting at 6.08pm

The Financial Accounting Manager confirmed that Urban Plus Limited had been revalued in June 2017 and was also included in the 2018 revaluation cycle.

Mayor Wallace rejoined the meeting at 6.10pm.

The Financial Accounting Manager highlighted the changes to the valuation of the art collection, in particular that the Pataka had been temporarily removed from the asset register while ownership details were investigated.  He assured members that the piece was insured and there was confusion concerning whether the Pataka had been gifted/vested with Council, or placed with Council for safe keeping.

The Chair questioned who would be the beneficiary of an insurance payout, should the Pataka be damaged or lost.

The Financial Accounting Manager further highlighted that the Hutt City Council Administration Building had been revalued at just over $9M, despite refurbishment costs of $20M.  He explained the valuation process involved reviewing what the building could be rented for, in the case of the Administration Building it would be generic office space.  He further explained that the refurbishment cost of the building had included issues such as heritage, the civic nature, heating and earthquake strengthening, which were not factors taken into account for the revaluation.

In response to a question from a member, the Financial Accounting Manager clarified that the majority of the Council Administration Building valuation was based on floor area, resulting in there being no difference in valuation between a newly built office building or a refurbished office building of the same size on the same site, as valuations were based on comparable rental market square metre rates.

Cr Barry joined the meeting at 6.16pm.

The Chief Financial Officer added that the building was insured at the replacement value of around $25M.  He further advised that a report on the Pataka situation, both in terms of ownership and insurance beneficial interest would be added to the work programme for the Committee.

Resolved:  (Cr Milne/Cr Lulich)                                         Minute No. FPC 18206

“That the report be noted and received.”

8.

Update on the Rates Collection Agreement with Greater Wellington Regional Council (18/617)

Report No. FPC2018/2/132 by the Chief Financial Officer

The Chief Financial Officer and the Rates and Receivables Team Leader elaborated on the report.

In response to a question from a member, the Team Leader Rates and Receivables explained there were no current plans to redesign the bill.  She was aware of a newly designed bill from Upper Hutt City Council (UHCC), which simplified the rates bills, more clearly identifying the Greater Wellington Regional Council (GWRC) and UHCC portion of the bill.  The Chief Financial Officer added that redesigning the bill would be a costly exercise which could not be undertaken by 1 July 2018.  He agreed to investigate the option of a redesign for 1 July 2019 and that options would be reported back to the Committee for consideration.

Resolved:  (Cr Edwards/Cr Milne)                                             Minute No. FPC 18207

“That the Committee :

(i)       notes the report; and

(ii)     asks officers to investigate the option of a redesign of the rating bill to clearly show what are Council’s charges and what are Greater Wellington Regional Council (GWRC) charges, with an introduction of a redesigned bill no later than 1 July 2019.”

9.

Education Delegation to Minoh, Japan and Taizhou, China (18/561)

Report No. FPC2018/2/127 by the Divisional Manager City Growth

The Divisional Manager, City Growth elaborated on the report.

In response to a question from a member, the Divisional Manager, City Growth advised the delegation was planned between 2 and 12 October 2018.  He advised that if any Councillors were interested in attending, he asked that interest be registered with him as soon as possible.

Cr Edwards expressed the view that a better use of $6,000 would be to hold some kind of competition to find a science or education or business leader who could make a greater benefit to the city by attending the delegation and representing the city.  He foreshadowed an amendment to part (vii) of the recommendations which was seconded by Cr Barry.

Members fully discussed the matter which included any Councillors who wished to attend paying their own costs.

Deputy Mayor Bassett left the meeting at 7.00pm.

The motion was taken in parts.  Parts (i) to (vi) and (viii) were CARRIED on the voices.   Part (vii) CARRIED by a show of hands.

Mayor Wallace wished to record that he did not participate in voting on the matter.

Resolved:   (Cr Milne/Cr Barratt)                                                Minute No. FPC 18208

                        (Cr Edwards/Cr Barry – part (vii))

“That the Committee:

(i)      notes that in May 2018 Minoh City’s Mayor Kurata will lead a delegation of five officials and a Council officer to Lower Hutt to attend the Sister Cities New Zealand Conference and that a group of Minoh citizens will join the official delegation in Lower Hutt;

(ii)     notes that representatives from Sacred Heart College and Wainuiomata High School will be in Minoh the first week of October 2018;

(iii)    notes that the two Lower Hutt teachers on Council’s ‘Hutt-Minoh Teacher Exchange’ programme, will be in Minoh the first two weeks of October 2018;

(iv)    notes that Assumption Kokusai High School in Minoh is developing an International English Course Programme to bring a group of Students to Lower Hutt for one term in 2019, and again in 2020;

(v)     notes that in May 2018 Taizhou will bring a delegation of five senior officials to Lower Hutt to attend the Sister Cities New Zealand Conference; and that October 2018 marks a significant milestone in the Sister City relationship between Taizhou and Lower Hutt being the 10^th Anniversary;

(vi)    approves Mayor Ray Wallace and Mayoress, Linda Goss-Wallace leading an education delegation to Minoh and Taizhou between 2 and 12 October 2018, at an estimated cost of up to $12,000;

(vii)   approves an amount of funding capped at $6,000 to be split equally among one or more persons, through a competition or some other mechanism to find a leader in science or education or business who could benefit the city by attending the delegation, who wished to accompany the Mayor as part of the official delegation to Minoh and Taizhou; and

(viii)  notes that the costs totaling up to $18,000 above will be met from existing budgets.”

For the reasons: to strengthen the long standing Sister City Relationship with Minoh City; acknowledge and celebrate the 10th Anniversary of the Sister City relationship with Taizhou; and support and focus on Council’s existing sister city relationships as outlined in Council’s international relationships work programme 2017-2019.

10.

Finance Update (18/622)

Report No. FPC2018/2/129 by the Budgeting and Reporting Manager

The Chief Financial Officer elaborated on the report.

In response to questions from members, the General Manager, Corporate Services advised that the Sweetacres Reservoir contract was operated by an external contractor, with works carried over from the previous year. He added that reprioritisation of the Knights Road ultra violet treatment works had impacted on the timing of other projects. The General Manager, City and Community Services agreed to investigate the project and report back to the Committee.

In response to a further question from a member, the General Manager, City and Community Services advised that the variance for the Community House Funding and the Mayors Taskforce Jobs for Wainuiomata was probably an accounting error.

Cr Cousins left the meeting at 7.15pm.

Resolved:  (Cr Milne/Mayor Wallace)                                         Minute No. FPC 18209

“That the Committee notes Council’s March 2018 year to date financial performance and the full year forecast for the year ending 30 June 2018.”

Finance and Performance Work Programme 2018 (18/331)

Report No. FPC2018/2/62 by the Committee Advisor

The Chief Financial Officer elaborated on the report. He highlighted that the Audit New Zealand Final Management Report on the programme for cycle 5, could ideally be presented at cycle 4 with the Hutt City Council Annual Report.

Resolved:  (Cr Milne/Cr Sutton)                                      Minute No. FPC 18210

“That the programme be noted and received.”

Resolved:  (Cr Milne/Cr Barratt)                                                 Minute No. FPC 18211

 “That the public be excluded from the following parts of the proceedings of this meeting, namely:

14.     Hutt City Community Facilities Trust – Appointment Of Directors (18/506)

15.     Strategic Property Portfolio - Six Monthly Update (18/496)

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:

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 section 6 or 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as specified in Column (B) above.”

Recommendation

That Council appoints Cr Tui Lewis as Council’s representative on the Wellington Hutt Valley Whaitua Committee.

Recommendations

It is recommended that Council:

(i)    resolves, pursuant to clause 17 of the First Schedule of the Resource Management Act 1991, to approve Plan Change 49 to the City of Lower Hutt District Plan, as outlined in Appendix 1 to the report;

(ii)   approves the affixing of the Common Seal to District Plan Change 49 in accordance with Standing Order 8.2, as set out in Appendix 2 to the report; and

(iii)  notes that a public notice will be included in the Hutt News on 29 May 2018 advising the operative date of District Plan Change 49.

No.

Title

Page

1⇩

PC 49 - Operative - Appendix 1 Operative Plan Change

100

2⇩

PC 49 - Operative - Appendix 2  Sign and Seal

102

Attachment 1

PC 49 - Operative - Appendix 1 Operative Plan Change

Attachment 2

PC 49 - Operative - Appendix 2  Sign and Seal

Resolved:  (Mayor Wallace/Deputy Mayor Bassett)         Minute No. C 18201(2)

“That the apologies received from Cr MJ Cousins and Cr L Bridson be accepted and leave of absence be granted.”

4.

RECOMMENDATION TO COUNCIL FROM THE COMMUNITY PLAN COMMITTEE MEETING HELD ON 28 MARCH 2018

Resolved: (Mayor Wallace/Deputy Mayor Bassett)       Minute No. C 18202(2)

“That Council:

(i)       adopts the underlying information for the Proposed 2018-2028 Long Term Plan including:

(a)     the Draft Rates Postponement Policy for Residential Ratepayers Aged 65 years and Over;

(b)     the Rates Remissions for Community, Sporting and Other Changes;

(c)      the Draft 2018 Financial Strategy;

(d)     the Draft 2018-28 Long Term Plan budgets;

(e)      the key forecasting assumptions;

(f)      the Draft 2018-2048 Infrastructure Strategy;

(g)     the Draft 2018 Revenue and Financial Policy; and

(h)     the Funding Impact Statement Including Rates for 2018-19;

(ii)     resolves that it is financially prudent to have an unbalanced budget in 2018-19 and 2019-20 caused by the accounting treatment of grants paid to the Hutt City Community Facilities Trust (CFT) for capital works carried out by the CFT in these years; and

(iii)   adopts the Consultation Document, which includes the audit opinion, for the 2018-2028 Long Term Plan public consultation process.”

Resolved: (Mayor Wallace/Deputy Mayor Bassett)                 Minute No. C 18201(3)

“That the apologies received from Crs J Briggs and L Sutton be accepted and leave of absence be granted.”

4.         4.

Rights of Way - Avalon Development (18/639)

Report No. HCC2018/2/63 by the Divisional Manager, Parks and Gardens

Deputy Mayor Bassett declared a confict of interest and took no part in discussion or voting on the matter.

The Divisional Manager, Parks and Gardens elaborated on the report.  He explained that the recommendations contained in the officer’s report were procedural matters required to expedite the development plan.  He added that the portion of Park Road would be vested later as legal road. 

Mayor Wallace explained the opportunities for a new development at Avalon Park.

Resolved:  (Mayor Wallace/Cr Barratt)                             Minute No. C 18202(3)

“That Council:

(i)    grants, in accordance with section 48 of the Reserves Act 1977, rights of way over Lot 4 in favour of Lots 1-3 and 5 as shown on the attached draft subdivision title plan LT 518424, being a section of the internal road at the northern end of Avalon Park; and

(ii)   consents as landowner and administrator of the Reserve, once LT Plan 518424 has been deposited and new titles issued, to Lot 4 being gazetted as legal road under s114 Public Works Act 1981 (Lot 4 being a section of the internal formed road at the northern end of Avalon Park).”

5.

Waddington Drive Local Area Traffic Management Scheme (18/580)

Report No. HCC2018/2/121 by the Traffic Asset Manager

Speaking under public comment, Mr Jim Kerr, resident of Waddington Drive, advised that he had attended the public meetings regarding the issue and had sent feedback to the Traffic Asset Manager.  Mr Kerr expressed concern with the high number of speed humps proposed (13 over a 1.1km stretch of road).  He agreed with the raised pedestrian crossing and the speed humps proposed close to it.  He believed the high number of speed bumps proposed was not favourable to good driving.

In response to questions from members, Mr Kerr advised he had not read the officer’s report and that he would support six speed bumps rather than 13.  He understood there may be increased traffic noise from speed bumps due to braking and acceleration.  He requested the speed signs proposed at the corner be reduced to 40kms rather than 45kms, as he believed traffic would not safely be able to travel at 45kms due to the speed humps.  He further requested that the Police be involved in traffic controlling measures, including installation of a temporary speed camera.  He believed the entire proposal was based on outdated traffic data.

The Traffic Asset Manager elaborated on the report. 

In response to questions from members, the Traffic Asset Manager advised that speed signs would not be installed at the subject corner.  He clarified no traffic calming measures were proposed for Cole Street and that the area would be closely monitored over the next six months to assess the effectiveness of the proposed measures.   

In response to further questions from members, the Traffic Asset Manager explained a second pedestrian crossing close to the Laura Fergusson Home (‘the Home’) would be investigated later in the year.  He advised the proposed speed hump close to the Home had been removed after the Home’s concerns were found to be valid.  He believed the speed humps would not impinge on the ability of emergency vehicles to respond to emergencies.

Members expressed support for the proposal which would improve traffic safety and expressed satisfaction that six month monitoring would occur. 

Mayor Wallace requested officers to work closely with Eastern Ward Councillors on the issue.  He noted that officers regularly liaise with Police concerning traffic safety measures.

Resolved:   (Mayor Wallace/Cr Bridson)                           Minute No. C 18203(3)

“That Council:

(i)    approves the installation of speed cushions and speed humps as shown in Appendix 4;

(ii)   approves the installation of a Zebra pedestrian crossing as shown in Appendix 4; and

(iii)  approves the installation of No Stopping At All Times Restrictions as shown in Appendix 4.”

For the reason that the proposed scheme will reduce vehicle operating speeds in the street, improving the road safety level of service for all road users and improve safety for vulnerable road users in the vicinity of the proposed pedestrian crossing.

6.

Greater Wellington Regional Council's Proposed Remit on Climate Change Investment Issues (18/525)

Report No. HCC2018/2/40 by the Divisional Manager, Democratic Services

Cr Bridson elaborated on the memorandum. 

Cr Milne expressed concern that Greater Wellington Regional Council (‘GWRC’) was becoming involved in work outside of its core business.  He noted that given the proposed GWRC rates rise, it should be focussing on core business.

Cr Bridson stated that Climate Change may not been seen as core business although it had the potential to affect communities.  She stated that the four wellbeings of the Local Government Act (social, economic, environmental, and cultural well-being of communities) were being restored later in the year.

Resolved:  (Cr Bridson/Cr McDonald)                               Minute No. C 18204(3)

“That Council:

(i)    notes the proposed remit from Greater Wellington Regional Council (GWRC) to Local Government New Zealand attached as Appendix 1 to the memorandum;

(ii)   notes the background information and research relating to the proposed remit from GWRC attached as Appendix 2 to the memorandum;

(iii)  notes the additional questions and answers from GWRC attached as Appendix 3 to the memorandum; and

(iv)  supports the proposed remit from GWRC.”

Cr Milne asked that his dissenting vote be recorded against the above matter.

Resolved:  (Mayor Wallace/Deputy Mayor Bassett)              Minute No. C 18205(3)

 “That the public be excluded from the following parts of the proceedings of this meeting, namely:  

9.  CONSIDERATION OF MATTERS RELATING TO COUNCIL'S STRATEGIC PROPERTY PORTFOLIO (18/640)

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:

Resolved: (Mayor Wallace/Deputy Mayor Bassett)          Minute No. C 18206(3)

“That Mr Craig Walton, Chief Executive from Urban Plus Ltd and Mr Daniel Moriarty, Senior Development Manager from Urban Plus Ltd  be permitted to remain after the public during consideration of the item as they have knowledge of the matter to be discussed that will assist Council in relation to this item.”

1.

Karakia Timatanga

A karakia timatanga was said to open the meeting.

Resolved: (Cr Bridson/Cr Lewis)                                        Minute No. DPC 18201

"That the apologies received from Crs Milne and Briggs, and the apology for lateness received from Cr Barry be accepted and leave of absence be granted."

District Plan Update (18/311)

Report No. DPC2018/2/50 by the Divisional Manager District Plan

Speaking under public comment, Mr M Shierlaw said that people had uncertainty about how Proposed Plan Change 46 (PPC46), Ecology and Landscapes, would affect their properties.  He requested that members let residents know the level of landscape or ecology they would be affected by. He suggested a new process for submissions for Proposed Plan Change 43 (PPC43), Residential and Suburban Mixed Use.  Namely that an additional report with the further submissions go to the Committee for a decision to be made on whether PPC43 would go to a hearing or be withdrawn.

Cr Barry joined the meeting at 5.37pm.

The Divisional Manager District Plan elaborated on the report.  He added that officers currently had approximately 100 site visits to undertake for PPC46, and that is likely to grow.  In response to Mr Shierlaw’s suggestion for an altered process for PPC43, he said that Council had received submissions both supporting and opposing the proposal.  Furthermore submitters had an expectation of a right to be heard at a hearing.  Therefore, he did not recommend changing the process so that the Committee could withdraw the hearing.

In response to questions from members, the Divisional Manager District Plan said that officers were talking with Greater Wellington Regional Council and refining the ecological boundaries for PPC46.  Land owners had presented a variety of views about the plan change, some supported it and others opposed it.  He further said that officers would be in a position to put out a definite time line by 2019. He added that the Proposed Natural Resources Plan was responsible for providing protections for fish breeding sites in the Waiwhetu Stream.

In response to a question from a member, the Senior Environmental Policy Analyst said that PPC46 would take immediate effect once it was notified because it was an Ecological Plan Change.  Therefore officers were working with external stakeholders to improve accuracy prior to notification.

Resolved: (Cr Bridson/Cr Cousins)                           Minute No. DPC 18202

“That the report be noted and received.”

7.

CLOSING FORMALITIES - Karakia Whakamutunga (18/313)

A karakia whakamutunga was said to close the meeting.

 Resolved:  (Mayor/Deputy Mayor Bassett)                       Minute No. CPC 18101

“That the apology received from Cr G Barratt be accepted and leave of absence be granted and the apology for early departure received from Cr C Milne be accepted.”

3.

CONFLICT OF INTEREST DECLARATIONS