Council Meeting Agenda

12 December 2019

 

Kapiti Coast District Council

Notice is hereby given that a meeting of the Kapiti Coast District Council will be held in the Council Chamber, Ground Floor, 175 Rimu Road, Paraparaumu, on Thursday 12 December 2019, 9.30am.

Council Members

Mayor K Gurunathan	Chair
Deputy Mayor Janet Holborow	Deputy
Cr Angela Buswell	Member
Cr James Cootes	Member
Cr Jackie Elliott	Member
Cr Gwynn Compton	Member
Cr Jocelyn Prvanov	Member
Cr Martin Halliday	Member
Cr Sophie Handford	Member
Cr Robert McCann	Member
Cr Bernie Randall	Member

 

Council Meeting Agenda

12 December 2019

 

Order Of Business

1          Welcome. 5

2          Council Blessing. 5

3          Apologies. 5

4          Declarations of Interest Relating to Items on the Agenda. 5

5          Public Speaking Time for Items Relating to the Agenda. 5

6          Members’ Business. 5

7          Mayor's Report 6

7.1            Request to Government to place moratorium on bottled water consents. 6

8          Reports. 9

8.1            Fees Framework for Non-Elected Members 2019-2022 Triennium.. 9

8.2            Amendments to the Council Delegations to Chief Executive and Staff 19

8.3            Appointment of Chair and Deputy Chair District Licensing Committee (DLC) 49

8.4            Kāpiti Economic Development: Major Events Fund Allocation 2019/2020. 99

8.5            Waste Minimisation Task Force report back. 209

9          Confirmation of Minutes. 263

9.1            Confirmation of Minutes 31 October 2019. 263

9.2            Confirmation of Minutes 7 November 2019. 267

10       Public Speaking Time. 275

11       Public Excluded Reports. 276

Resolution to Exclude the Public. 276

11.1          Appointment of Chair of the Audit and Risk Subcomittee. 276

 

 

2            Council Blessing

“As we deliberate on the issues before us, we trust that we will reflect positively on the  communities we serve. Let us all seek to be effective and just, so that with courage, vision and energy, we provide positive leadership in a spirit of harmony and compassion.”

I a mātou e whiriwhiri ana i ngā take kei mua i ō mātou aroaro, e pono ana mātou ka kaha tonu ki te whakapau mahara huapai mō ngā hapori e mahi nei mātou.  Me kaha hoki mātou katoa kia whaihua, kia tōtika tā mātou mahi, ā, mā te māia, te tiro whakamua me te hihiri ka taea te arahi i roto i te kotahitanga me te aroha.

3            Apologies

4            Declarations of Interest Relating to Items on the Agenda

Notification from Elected Members of:

4.1 – any interests that may create a conflict with their role as an elected member relating to the items of business for this meeting, and

4.2 – any interests in items in which they have a direct or indirect pecuniary interest as provided for in the Local Authorities (Members’ Interests) Act 1968

5            Public Speaking Time for Items Relating to the Agenda

6            Members’ Business

(a)       Public Speaking Time Responses

(b)       Leave of Absence

(c)       Matters of an Urgent Nature (advice to be provided to the Chair prior to the commencement of the meeting)

Council Meeting Agenda

12 December 2019

 

7            Mayor's Report

7.1         Request to Government to place moratorium on bottled water consents

Author:                    K Gurunathan, Mayor

Authoriser:             Wayne Maxwell, Chief Executive

 

 

 

 

Appendices

1.       Request to government to place moratorium on bottled water consents ⇩  

 

Council Meeting Agenda

12 December 2019

 

 

 

Council Meeting Agenda

12 December 2019

 

8            Reports

8.1         Fees Framework for Non-Elected Members 2019-2022 Triennium

Author:                    Leyanne Belcher, Democracy Services Manager

Authoriser:             Janice McDougall, Group Manager

 

Purpose of Report

1        This report seeks the Council’s approval of a revised Fees and Expenses Framework for the payment of non-elected members who are acting in a governance role on Council decision-making bodies.

Delegation

2        Only Council may consider this matter.

Background

3        The Local Government Act 2002 (Schedule 7, Section 31(3)) provides that the Council may appoint to a committee or subcommittee a person who is not an elected member if that person has the skills, attributes and knowledge that will assist the work of the committee or subcommittee.

4        Currently the Council allows for the appointment of a range of non-elected members on different decision-making and/or advisory bodies (including independent members, iwi members, community and youth representatives, and Māori representatives).

5        In 2017 the Council approved a Fees Framework for non-elected members, based on the Cabinet Fees Framework, with the aim of providing equity, consistency, flexibility, and transparency in the payment of these groups. 

6        On 17 June 2019, a revised Cabinet Fees Framework, Circular CO (19) 1, was issued.  

7        This paper proposes revision to the ‘Fees Framework for non-elected members’, attached as Appendix 1, based on the revised Cabinet Fees Framework.

8        The Fees Framework for non-elected members has been revised to reflect a new category for payment of members of Audit and Risk Committees and some modest increases to the fees ranges for local government bodies under Group 4.

9        The Fees Framework does not make provision for the following:

·    Elected Members appointed as Hearing Commissioners – these are remunerated through the Remuneration Authority’s determinations applying to councils.

·    The three advisory groups (Cycleway, Walkway and Bridleway, Accessibility, and Road Safety). Also excluded are the Youth Council and the Older Persons’ Council, and the Public Art Panel.

·    Iwi or other non-elected members assisting through Working Parties associated with specific projects. Their remuneration is covered off through project budgets.

·    List members of the District Licensing Committee (DLC) – their remuneration is prescribed through the Sale and Supply of Alcohol Act 2012.

·    Payment of iwi through rūnanga contractual arrangements

·    Payment for attendance at Council briefings.

Issues and Options

Issues

10      It is not proposed to make substantive changes to the current framework, other than to reflect increases based on the revised fees framework and include a fee for an Independent Chair of the Audit and Risk Subcommittee.

11      The revised Cabinet Fees Framework recognises the skill and expertise required of chairs and members of audit and risk committees and the complexity of the matters on which they advise, and approves higher fees for these positions.

Considerations

Policy considerations

12      There are no additional policy considerations.

Legal considerations

13      There are no additional legal considerations.

Financial considerations

14      The financial implications of adopting the new mid-point of the suggested bands would result in a total budget requirement across all non-elected members of approximately $22702 per annum (see table below)

POSITION	NO OF MTGS PER YEAR	PROPOSED MEETING FEE (5.5hrs, includes preparation)	ANNUAL $
Chair of Te Whakaminenga o Kāpiti (TwoK)	7	$294	$2,058
Chair of TWOK attending Council meetings and workshops	11 Council meetings 2 Annual Plan or Long Term Plan workshops (estimate)	$294 $294	$3,234 $588
Other iwi members of TWOK (4)	7	$206	$5,768
Māori rep Strategy & Operations Cttee (1)	12	$206	$2,472
ART Chair (1)	As required	$294
ART members (2)		$206
Independent member of Audit and Risk Subcommittee (2)	5	$580 Chair $436 Member	$2900 $2180
Grants Allocation Committee – Creative Communities NZ programme (7)	2	$206	$2,884
Grants Allocation Committee  – Community Grants (3)	1	$206	$618
GRAND TOTAL			$22702

Tāngata whenua considerations

15      The appointment of Māori on various decision-making bodies aligns with the Council’s obligations under the Local Government Act 2002. A broader review of the payments made to Māori will be undertaken in consultation with Te Whakaminenga o Kāpiti.

Significance and Engagement

Significance policy

16      This matter has a moderate degree of significance under the Council’s Significance and Engagement Policy.

Engagement planning

17      An engagement plan is not needed to implement this decision.

Publicity

18      Council’s decision will be publicised through the usual communication channels.

 

Recommendations That Council revokes the 2017 Fees Framework and Expenses Policy for Non-Elected Members That Council approves the  Fees Framework and Expenses Policy for Non-Elected Members as revised at Appendix 1 of the report “Fees Framework for Non-Elected Members 2019-2022 Triennium.”

 

Appendices

1.       Fees Framework for Non Elected Members ⇩  

 

Council Meeting Agenda

12 December 2019

 

APPENDIX 1

 

 

DRAFT Fees and Expenses Framework for Non-Elected Members

This document sets out the policy on payment of fees and expenses to non-elected members.

This policy is administered by Kāpiti Coast District Council’s Democracy Services Manager.

This policy may be reviewed annually and is current until superseded.

What this document covers

Kāpiti Coast District Council Fees Framework

 

1.       The Kāpiti Coast District Council Fees Framework is used for setting the fees of appointed members of committees, or other bodies established by Council.

2.       The Framework does not apply:

·        if payment is set by the Remuneration Authority, or by legislation

·        if payment is made from some other source (for example, if a professional consultant is paid by his or her employer to attend)

·        to any appointments made by the Council or a Community Board to an outside organisation

·        if the Council has formally resolved a different form of payment

·        if payments are made on a contractual basis e.g. independent commissioners.

Expenses policy

3.       The Expenses Policy sets out the criteria and type of expense that will be reimbursed and applies to all non-elected members, unless personal expense is compensated in some other way.

Kāpiti Coast District Council Fees Framework

4.       The Kāpiti Coast District Council Fees Framework is aligned to the Cabinet Fees Framework, which is used by many Government bodies whose fees are not determined by the Remuneration Authority. The Kāpiti Coast District Council Fees Framework ensures consistency between fees paid to non-elected members of Kāpiti Coast District Council bodies and fees paid by Government to those on entities in which the Crown has an interest.

5.       Most appointments that are made by the Council will be to bodies which can be described as “Group 4 ‐ all other committees and other bodies” within the Cabinet Fees Framework. The assessment criteria for Group 4 have been adapted for use by Kāpiti Coast District Council. The Cabinet Fees Framework was last reviewed in June 2019.

Assessment process

6.       The body (committee, subcommittee, advisory body) will be scored on the following factors:

·        skills, knowledge and experience required of members

·        function, level and scope of authority

·        complexity of issues

·        public interest and profile.

7.       The assessment criteria are based on the Cabinet Fees Framework but modified for Kāpiti Coast District Council.

8.       The resulting total score is used to identify a remuneration band within the Cabinet Fees Framework. The Council decides the remuneration to be paid from within that band. Proposed fees for the 2019-2022 Triennium are at Appendix B.

Daily rates

9.       The remuneration bands are expressed as daily rates.

10.     A daily rate is a good basis for calculating fees to be paid for attending meetings of groups such as committees, subcommittees and working groups. This is because the length of a meeting tends to be relatively consistent from one meeting to the next. A “meeting fee”, based on the daily rate, is set and applied to all meetings.

11.     The daily fee applies to all work, including that performed outside of meetings (e.g. preparation, representing the body at other forums, or administrative work) that is required for the body to carry out its role. All work that is required to be performed for the body by the member should be paid at the approved daily rate.

12.     Work other than preparation for meetings must be approved and recorded by the body before it is undertaken. Individual members should not be in a position where they could be considered to be setting their own work programmes without the endorsement of the body. The ability of the body to approve additional meetings or work is subject to agreement by the Council.

Hourly rates

13.     Hourly pro‐rata rates will be calculated by dividing the daily rate by 8 and multiplying by the number of hours worked.

Deputy chair

14.     Where a body’s non-elected member is elected or appointed as a deputy chair who shares the business workload with the chair between meetings, an additional fee of 25% of a member’s fee will be paid.

15.     Where a body does not appoint a deputy chair, then in any instance where a member chairs a meeting that member will receive the daily rate of the chair for that meeting.

General absence

16.     Where a member fails to attend a significant number of meetings, or otherwise perform their duties as a member, the chair needs to raise the issue of expectations about performance with the member and if necessary with the Mayor. Consideration should be given at the time of reappointment of members to the issue of continued absences from body business.

Reimbursement of expenses

17.     The principles on which reimbursement of expenses will be approved are:

·        Payments will be for actual and reasonable expenses; this requires receipts to be produced and expenditure to be modest

·        For payment of work conducted other than attending the normal monthly meetings it must be properly approved and recorded prior to the work being carried out.

18.     Reimbursement for the costs of travel (and other expenses) will be based on the Elected Member Allowances and Expenses Policy.

APPENDIX A ‐ Assessment criteria

Skills, knowledge and experience required of members

Skills, knowledge and experience will vary between members on a particular body. The score below should reflect the level of skill required by the majority of members, and should not be based on any particular individual. This factor has a higher weighting than others, to reflect that it is the application of the skills, knowledge and experience in carrying out their responsibilities that is a major contributor to the successful operation of the committee or body.

	Definition	Score
Pre–eminent	Outstanding and authoritative knowledge, recognised nationally and internationally for expertise in a particular field.	12
Distinguished	Deep and broad knowledge in a specific area or as a leader. Widely respected as a subject matter expert or authority in their field.	10
Substantive	Substantial range of knowledge and experience in a field or professional discipline sometimes associated with senior level functional or technical leadership, executive management or governance roles. May include widely respected people with broad community support.	8
Technical	A number of years’ experience in a technical, professional field or in a leadership role is a pre‐requisite.	6
Specialised experience	No specific experience is required but members would have broad general knowledge and may represent a body of opinion.	4

Function, level and scope of authority

	Definition	Score
Strategic decisions	Sets policy or work programme for a major area of economic activity or policy area of importance to the Council’s strategic priorities.	6
Policy decisions	Sets policy or work programme and/or exercises regulatory/disciplinary powers.	5
Expert advice	Provides expert counsel and advice to the Mayor, Governing Body or local boards on technical or policy issues that are of strategic importance. At this level the body would be expected to be proactive in identifying emerging issues and contributing to policy direction.	4
Professionally targeted	Exercises regulatory/disciplinary powers at the individual/professional level. This will include the power to impose sanctions	3
Technical	Provides a broad range of advice on technical and/or policy issues.	2
Ad hoc	Provides ad hoc advice on minor matters. Generally a limited focus at a single output level.	1

Complexity of issues

	Definition	Score
Innovative	The development of new concepts is required to find innovative and path finding solutions. There will be little or no external guidance (NZ or internationally) to aid resolution of these issues.	5
Constructive	The development of new policy or advice is required where the issues are complex, multidimensional and involve substantial research, consideration of possible alternatives and their consequences. The body may commission research or utilise the findings to inform their policy development or advice.	4
Evaluative	Issues will include circumstances, facts and concepts different to those that have been experienced in the past. Analytical thinking and evaluative judgement will be required to identify realistic alternatives and apply/recommend a solution.	3
Judgement	Solutions will be found from application of professional or personal judgement and generally guided by previous decisions. Circumstances may be different from those previously experienced but there will be a sufficient frame of reference to make a considered decision/recommendation.	2
Operational	Issues to be resolved are generally within existing policy and prior decisions. Decisions can generally be made quickly and with reasonable certainty.	1

Public interest and profile

	Definition	Score
Widespread	Widespread public interest in outcomes would be expected. Members will attract strong media interest. Potential risk to personal and/or the body’s reputation is high.	5
Strong	Strong public and stakeholder interest and importance would be associated with these issues. Media interest would also be expected, but potential risk to personal or the body’s reputation is unlikely.	4
Moderate	Moderate but widespread public interest is likely. Reputational risk is minimal.	3
Limited	Public interest is likely to be limited, but the issues would be of interest to other members of the particular profession or sector.	2
Little	There is likely to be little or no wider public interest in the decisions.	1

 

Fee levels

Total score	Level	Fees range ‐ Chair	Fees range ‐ members
24-28	1	$540 – $1,150	$405 - $865
20 - 23	2	$390 - $885	$290 - $560
15 – 19	3	$280 - $575	$205 - $395
10 – 14	4	$250 - $365	$190 - $270
9 or less	5	$205 - $265	$150 - $205

 

APPENDIX B – Determination of fees

 

Council, Strategy and Operations and Subcommittee, Te Whakaminenga o Kāpiti, Grants Allocation Committee and the ART Confederation.

Skills, knowledge & experience	The committees and subcommittees include widely respected community leaders in their various communities of interest.	8
Function, level & scope	The committees and subcommittees provide advice on a range of policy matters that are relevant to the communities they represent.	4
Complexity of issues	Analytical thinking and evaluative judgement are required to consider alternatives and make recommendations.	3-4
Public interest and profile	There is widespread public interest in their work and reputational risk is moderate to high.	3 - 4
TOTAL		16 - 19

Equivalent daily rates

Remuneration level	Chair (midpoint)	Member
3	$427	$300

Fees for these decision-making bodies will be based on the midpoint of the daily rates for this level. The daily rate constitutes 8 hours. A meeting fee is calculated by applying the equivalent hourly rate to an approximate average length of a meeting, including preparation time.

 

Meeting fees

Meeting fee	2019-2022	2016-2019
Member (based on 5.5 hours per meeting including preparation)	$206	$190
Chair (based on 5.5 hours per meeting including preparation)	$294	$272

Where an appointed person is elected or appointed as deputy chair to share the workload of the chairperson, he or she will receive a payment that is 25% higher than that of a member.

Audit and Risk Subcommittee

Due to the skill and expertise required and the complexity of the matters on which they advise, higher fees have been recommended out of the revised Cabinet Fees Framework .

Equivalent daily rates

 

Meeting fees

Meeting fee	2016-2019	Previous term
Chair (based on 5.5 hours per meeting including preparation)	$580	N/A
Member (based on 5.5 hours per meeting including preparation)	$436	$190

Where an appointed person is elected or appointed as deputy chair to share the workload of the chairperson, he or she will receive a payment that is 25% higher than that of a member.

 

Additional work

Where work is undertaken with prior approval and a meeting fee is not appropriate in the circumstances, the Manager Democracy Services may determine payment on an hourly rate based on the daily rate, subject to the terms of reference as agreed with the Council (refer paragraph 14 above).

 

 

 

Council Meeting Agenda

12 December 2019

 

8.2         Amendments to the Council Delegations to Chief Executive and Staff

Author:                    Sarah Lloyd, Senior Advisor Corporate Planning & Reporting

Authoriser:             Mark de Haast, Group Manager

 

Purpose of Report

1        This report seeks Council’s approval of amendments to Council delegations to the Chief Executive and staff including Resource Management Act 1991 delegations.

Delegation

2        Council has the authority to consider this matter.

3        The delegations comply with the provisions of the Local Government Act 2002 (clause 32, schedule 7), which empowers the Council to consider an appropriate governance structure and associated delegations.

4        It also meets the requirements of section 10 of the Local Government Act 2002 which prescribes the purpose of local government.

Background

5        The Council has certain statutory powers it can exercise and duties it must fulfil. Various statutes recognise that it is not efficient or practical for Elected Members to have to deal with every aspect of their functions, duties and powers.

6        Various Acts of Parliament provide the Council with the legal authority to delegate to Officers. In particular, Council has the authority to delegate to Officers under clause 32 of Schedule 7 of the Local Government Act 2002. Clause 32 of the Local Government Act 2002 also sets out certain powers that cannot be delegated as follows:

“32. Delegations‒(1) Unless expressly provided otherwise in this Act, or in any other Act, for the purposes of efficiency and effectiveness in the conduct of a local authority's business, a local authority may delegate to a committee or other subordinate decision-making body, community board, or member or officer of the local authority any of its responsibilities, duties, or powers except‒

(a)   the power to make a rate; or

(b)   the power to make a bylaw; or

(c)   the power to borrow money, or purchase or dispose of assets, other than in accordance with the long-term plan; or

(d)   the power to adopt a long-term plan, annual plan, or annual report; or

(e)   the power to appoint a chief executive; or

(f)    the power to adopt policies required to be adopted and consulted on under this Act in association with the long-term plan or developed for the purpose of the local governance statement.

(h)  the power to adopt a remuneration and employment policy.”

 

7        Delegated authority allows for administrative efficiency and ensures timeliness in the conduct of Council’s daily business activities.

8        The majority of the Acts allow the Chief Executive the discretion to sub-delegate to council staff. However, some Acts prescribe the way delegations must be made. For example, the Resource Management Act 1991 (RMA 1991) does not allow the Chief Executive the power to sub-delegate.

Issues

9        The Council delegations to the Chief Executive and staff are monitored on a regular basis and reported back to Council for amendment as required, in response to changes in staff or legislation.

10      The required amendments are outlined below and detailed in the appendices.

Council to Chief Executive and Staff Delegations

11      In order to future proof the impact on delegations due to any possible change in Governance Structure regarding Committees and for the avoidance of doubt, staff have recommended an additional clarification in the foreword of the Council to Chief Executive and Staff delegations as follows - see Appendix A for full delegation (also includes the changes to Committees in the Governance Structure approved 7 November 2019):

‘a reference in this document to a Council Committee includes any Committee that replaces or corresponds to that Committee and involves substantially the same duties;’

12      Following advice from Buddle Findlay in respect of the Council’s ability to sub-delegate powers under the Reserves Act 1977, staff have recommended the following amendments (see strike-outs and yellow highlights below) to the Council to Chief Executive Reserves Act 1977 delegation. 

The recommended amendment in delegations will streamline what is largely an administrative process and more rapid decisions for the community groups involved.  The Chief Executive can approve the public notification of proposed leases, licences and permits up to the maximum 33-year term provided by the Act. If, as a result of public notification, objections are received then the matter must be brought before Council for consideration of objections and a decision whether to grant the lease, licence or permit.  However, if no objections are received, the Chief Executive can approve the granting of the lease, licence or permit. 

Where public notification is not required (for example, but not limited to, where the granting of a lease, permit or licence is contemplated by a Reserve Management Plan), the Chief Executive will approve the granting of such a lease, licence, easement or permit.

 

13      On 27 June 2019 Council approved an amendment to the Chief Executive and Staff Local Government Act 2002 delegations with unintended consequences. Since this amendment staff have recognised the impracticalities regarding the amendment to non-council leases as it inhibits the ability to be proactive when commercial opportunities arise.

In addition, limitations in regards to leases and licences to occupy do not cover the intricacies of tenure, renewal and termination clauses. With this in mind, and to provide greater clarification to delegated staff, further amendments are recommended in relation to the Local Government Act 2002 delegation.

In order to avoid an element of doubt, staff have also requested the addition of ‘per debt’ as a qualifier regarding the Local Government Act 2002 delegation for writing off debt.

The following amendments (see strike-outs and yellow highlights below) have been suggested:

 

14      The full amended delegations from Council to Chief Executive and Staff can be found in Appendix A.

Resource Management Act 1991 Delegations made by Council to Staff

15      The amendments to Council’s RMA 1991 delegations to staff in the following table are recommended as a result of staff and team structure changes.

Recommended amendments to Council delegations to staff under the Resource Management Act 1991
Positions	Amendments to RMA delegations
Compliance Officer (Monitoring)	A new title required in association with the Ministry of Business, Innovation and Employment freedom camping fund. Title to include sections 22, 35, 35A, 314-321, 322-324, 325A, 327, 328, 330, 336 and 343C.
Construction Manager – Civil Works	A new title to replace the Construction Manager Town Centres position resulting from reorganising the Infrastructure Programme Delivery team. Title to include sections 35, 35A, 330, 332 and 333.
Customer Administration Officer	A replacement title for Customer Services Officer resulting from a restructure to the Customer Service team (now the Customer Engagement team). Title to include sections 35, 35A, 37A, 87G, 92A, 92B, 98, 99, 101, 113 and 114.
Customer Engagement  Officer	A replacement title for Customer Services Officer resulting from a restructure to the Customer Service team (now the Customer Engagement team). Title to include sections 35, 35A, 37A, 87G, 92A, 92B, 98, 99, 101, 133 and 134.
Parks and Recreation Manager	Additional section 330 required to assist staff with emergency response after storms.
Parks Officer	Aligning staff position delegations with the rest of their team. Title to include sections 35, 35A, 330 and 333.
Programme Manager Biodiversity	Additional section 330 required to assist staff with emergency response after storms.
Programme Manager CWB	Remove section 332 as no longer required for this position.
Project Manager	Additional title in the Project Management Office. Title to include sections 35, 35A, 332 and 333.
Public Spaces and Animal Management Officer	Additional section required for issuing RMA 1991 infringements. Title to include section 343C.
Reserves Planning Advisor	A replacement title for Reserves Planner resulting from changes to the Parks and Recreation team. Title to include sections 35, 35A, 330 and 333.
Roading Network Operations Engineer	A replacement title for Roading Network Engineer resulting from a restructure to the Access and Transport team. Title to include sections 35, 35A, 330, 332 and 333.
Roading Network PlanningTeam Leader	Title and associated RMA delegations will be removed as a result of a restructure to the Roading team.
Senior Advisor, Place and Space Planning	Additional section 330 required to assist staff with emergency response after storms.
Senior Parks Officer	Additional section 330 required to assist staff with emergency response after storms.
Senior Roading Engineer	Title and associated RMA delegations will be removed as a result of a restructure to the Roading team.
Stormwater and Coastal Project Manager	Title and associated RMA delegations will be removed as the resource will be moved to the Project Management Office.
Team Leader Roading Asset Management and Safety	A new title resulting from a restructure to the Access and Transport team. Title to include sections 35, 35A, 330, 332 and 333.
Transport Engineer	Title and associated RMA delegations will be removed as a result of a restructure to the Access and Transport team.
Senior Delivery Manager	A replacement title for Infrastructure Programme Delivery Manager in the Project Management Office. Title to include sections 35, 35A, 330, 332 and 333.

 

16      The amended RMA delegations can be found in Appendix B.

Considerations

Policy considerations

17      The proposed delegations support the Council’s Governance Structure and Delegations.

Legal considerations

18      This paper has been reviewed by the Council’s Senior Legal Counsel.

Financial considerations

19      There are no financial considerations relating to the process of making these amendments.

Tāngata whenua considerations

20      There are no tāngata whenua considerations relating to the process of making these amendments.

Strategic considerations

21      Delegations facilitate staff ability to deliver on all Council outcomes.

Significance and Engagement

Significance policy

22      This decision has a low level of significance under the Council’s Significance and Engagement policy.

Consultation, engagement and publicity

23      No consultation, engagement or publicity is required relating to the process of making these amendments.

Recommendations 24      That the Council adopts the revised Council to Chief Executive and Staff Delegations as shown in Appendix A to report Amendments to the Council Delegations to Chief Executive and Staff. 25      That the Council adopts the revised Resource Management Act 1991 Delegations to Staff as shown in Appendix B to report Amendments to the Council Delegations to Chief Executive and Staff.

 

Appendices

1.       Appendix A Council to CE and Staff delegations ⇩

2.       Appendix B Council to Staff RMA Delegations ⇩

3.       Appendix C Glossary of RMA Sections ⇩  

 

Council Meeting Agenda

12 December 2019

 

 

 

 

 

 

 

 

 

 

 

 

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Council Meeting Agenda

12 December 2019

 

8.3         Appointment of Chair and Deputy Chair District Licensing Committee (DLC)

Author:                    Leyanne Belcher, Democracy Services Manager

Authoriser:             Janice McDougall, Group Manager

 

Purpose of Report

1        This report asks Council to:

1.1     Authorise the Chief Executive to appoint a commissioner as Chair of the District Licensing Committee (DLC); and

1.2     Confirm Cr Janet Holborow as Deputy Chair of the District Licensing Committee for the 2019-2022 Triennium.

Delegation

2        The Council is required to consider this matter under the Sale and Supply of Alcohol Act 2012 (‘the Act’).

Background

3        Every territorial authority is required to appoint a DLC, which includes a Chair, Deputy Chair and ‘pool’ of list members drawn on to deal with matters. Cr Janet Holborow was appointed Deputy Chair of the DLC for 2016-2019 and continues in this role as the DLC was deemed not to be discharged at the end of the last Triennium. The Council is asked to confirm her in that role.

4        At its 10 October 2019 meeting the previous Council put in place a number of arrangements to allow council business to continue during the transitional period between triennia. This included arrangements for the continuation of alcohol licensing matters, as required.

5        Cr Fiona Vining was the Chair of the DLC for the previous triennium but did not stand for office in the 2019 elections. In order to ensure that alcohol licensing matters could continue to be covered off, Cr Vining was appointed as commissioner from 21 October 2019 (the date she legally left office as an Elected Member) and continues in that role until such time as another commissioner is appointed.

6        The other members of the DLC are Michael Dodson, Trevor Knowles, Fraser McInnes, Susie Mills and Philip Parkinson.

Issues and Options

7        Under the provisions of the Act the Chair of the DLC may be an Elected Member or a commissioner. It is proposed that a commissioner be appointed. Section 193(1) of the Act says:

The chief executive of a territorial authority may, on the recommendation of the territorial authority, appoint a commissioner or commissioners to any of the territorial authority’s licensing committees and any person so appointed has all the functions, powers, and duties of the chairperson of the licensing committee

8        Other relevant legislative extracts from the Sale and Supply of Alcohol Act 2012 are at Appendix 1.

9        A commissioner may hold this office up to five years, and may be reappointed for one or more further periods of up to five years. This allows for continuity across triennia which is more administratively efficient.

10      The Act specifies that Commissioners may only be appointed “if that person is of good standing in the community and has the necessary knowledge, skill, and experience relating to matters that are likely to come before the committee.” [S.193(2)]. The appointment of a Commissioner allows the appointment of someone with the appropriate skills, knowledge and experience in what can be a contentious area of work.

11      With the Council’s approval a recruitment process will be initiated, involving advertising the requirements of the role and making candidate selection criteria available. The ‘Selecting and appointing district licensing committees – a guide for councils ’by LGNZ, SOLGM and HPA provides information designed to facilitate a robust selection process. (See Appendix 2).

12      A further report will then be brought to the Council with details of the recommended appointee. The Council will then be required to recommend to the Chief Executive the appointment of that person as Chair.

13      Once appointed, Local Government New Zealand can provide training for the roles.

Considerations

Policy considerations

14      There are no policy considerations.

Legal considerations

15      Relevant legislative extracts at Appendix 1 detail functions and membership of a DLC.

Financial considerations

16      Chairs, Deputy Chairs and list members are remunerated. There is sufficient funding under existing budgets.

Tāngata whenua considerations

17      The competencies for DLC members include an understanding of alcohol-related harm and its impact on Māori. The advertisement for roles will be circulated widely through iwi networks through partnership body Te Whakaminenga o Kāpiti.

Significance and Engagement

Significance policy

18      This matter has a low level of significance under the Council’s Significance and Engagement Policy.

Engagement planning

19      An engagement plan is not needed to implement this decision.

Publicity

20      The appointment once made will publicised through the appropriate channels, including the Council website.

Recommendations 21      That the Council instructs the Chief Executive to commence a recruitment process to identify a suitable candidate for appointment as a commissioner to act as Chair of the District Licensing Committee for a period of five years; 22      That a selection panel comprising Senior Legal Counsel, Group Manager People and Partnerships and Mayor K. Gurunathan undertake the interviewing process. 23      That the Council confirms Cr Janet Holborow in the role of Deputy Chair of the District Licensing Committee for the 2019-2022 Triennium.

 

Appendices

1.       Extracts from the Sale and Supply of Alcohol Act 2012 ⇩

2.       Selecting and appointing District Licensing Committees - a guide for councils ⇩  

 

Council Meeting Agenda

12 December 2019

 

Appendix 1

Extracts from the Sale and Supply of Alcohol 2012

 

186  Territorial authorities to appoint district licensing committees

Each territorial authority must appoint 1 or more licensing committees as, in its opinion, are required to deal with licensing matters for its district.

 

187  Functions of licensing committees

A licensing committee’s functions are—

(a) to consider and determine applications for licences and manager’s certificates; and

(b) to consider and determine applications for renewal of licences and manager’s certificates; and

(c) to consider and determine applications for temporary authority to carry on the sale and supply of alcohol in accordance with section 136; and

(d) to consider and determine applications for the variation, suspension, or cancellation of special licences; and

(e) to consider and determine applications for the variation of licences (other than special licences) unless the application is brought under section 280; and

(f) with the leave of the chairperson for the licensing authority, to refer applications to the licensing authority; and

(g) to conduct inquiries and to make reports as may be required of it by the licensing authority under section 175; and

(h) any other functions conferred on licensing committees by or under this Act or any other enactment.

 

188  Powers of licensing committees

A licensing committee has all the powers conferred on it by or under this Act or any other Act, and all powers as may be reasonably necessary to enable it to carry out its functions.

 

189  Composition of licensing committees

 

(1) Each licensing committee consists of 3 members appointed by the territorial authority for that territorial authority’s district.

(2) A territorial authority must appoint 1 member as the chairperson and that person must be a member of that territorial authority or a commissioner appointed to the licensing committee.

(3) A territorial authority may appoint a member of that territorial authority to be deputy chairperson, and act in place of the chairperson if the chairperson is unable to act because of illness or absence from New Zealand, or for other sufficient reason.

(4) While acting in place of the chairperson, the deputy chairperson is a member of the committee and has all the powers and duties of the chairperson.

(5) No act done by the deputy chairperson serving as acting chairperson in the chairperson’s absence, and no acts done by the committee while the deputy chairperson is so serving, can in any proceedings be questioned on the ground that the occasion for his or her so serving had not arisen or had ceased.

(6) The other 2 members of each licensing committee must be appointed from the territorial authority’s list maintained under section 192.

(7) For the purposes of subsection (2), a member of a territorial authority means an elected member of a territorial authority and, in relation to the Auckland Council, includes a member of the governing body (as defined in section 4 of the Local Government (Auckland Council) Act 2009) or a member of a local board established under section 10 of that Act.

 

190  Meetings of licensing committees

 

(1) Meetings of a licensing committee may be held at any time and place it or its chairperson decides.

(2) At a meeting where 3 members are present, the decision of a licensing committee on any matter is determined by a majority of the valid votes recorded on it.

 

191  Quorum

(1) Except as provided in subsection (2), at any meeting of a licensing committee, the quorum necessary is 3 members.

(2) At a meeting to consider and determine an application of a kind listed in subsection (3) where no objection has been filed and no matters of opposition have been raised under section 103, 129, or 141, the quorum necessary is 1 member who must be the chairperson.

(3) The applications are:

(a) an application for a licence:

(b) an application for a manager’s certificate:

(c) an application for renewal of a licence or manager’s certificate.

 

192  Territorial authority to establish and maintain list of licensing committee’s members

(1) A territorial authority must either—

(a) establish, maintain, and publish its own list of persons approved to be members of the territorial authority’s licensing committee or committees; or

(b) together with 1 or more other territorial authorities, establish, maintain, and publish a combined list of persons jointly approved by those authorities to be members of the territorial authorities’ licensing committees.

(2) A territorial authority must not approve a person to be included on the list unless that person has experience relevant to alcohol licensing matters.

(3) A person may be approved for inclusion on the list for a period of up to 5 years and may be approved for any 1 or more further periods of up to 5 years.

(4) The name of a person must be removed from the list—

(a) when 5 years have elapsed since the territorial authority approved the person’s name on the list unless the approval is renewed under subsection (3); or

(b) if the person resigns or is removed under section 194.

(5) A person must not be included on the list if—

(a) the territorial authority believes that person has, directly or by virtue of his or her relationship with another person, such an involvement or appearance of involvement with the alcohol industry that he or she could not perform his or her duties without actual bias or the appearance of bias; or

(b) the person is a constable, a Medical Officer of Health, an inspector, or an employee of the territorial authority.

 

193  Appointment of commissioners

(1) The chief executive of a territorial authority may, on the recommendation of the territorial authority, appoint a commissioner or commissioners to any of the territorial authority’s licensing committees and any person so appointed has all the functions, powers, and duties of the chairperson of the licensing committee.

(2) The chief executive may only appoint a person as a commissioner if that person is of good standing in the community and has the necessary knowledge, skill, and experience relating to matters that are likely to come before the committee.

(3) A person must not be appointed as a commissioner if—

(a) the territorial authority believes that person has, directly or by virtue of his or her relationship with another person, such an involvement or appearance of involvement with the alcohol industry that he or she could not perform his or her duties without actual bias or the appearance of bias; or

(b) the person is a constable, a Medical Officer of Health, an inspector, or an employee of the territorial authority.

(4) A commissioner appointed under this section holds office for a term, stated when the commissioner is appointed, of up to 5 years and may be reappointed for 1 or more further periods of up to 5 years.

 

194  Resignation or removal

(1) A member of a licensing committee or a commissioner appointed to a licensing committee may resign from office at any time by written notice to the relevant territorial authority.

(2) A chairperson of a licensing committee ceases to be a chairperson if he or she ceases to be a member of the licensing committee’s territorial authority.

(3) The territorial authority may at any time remove a member of a licensing committee or a commissioner appointed to a licensing committee for inability to perform the functions of office, bankruptcy, neglect of duty, or misconduct, proved to the territorial authority’s satisfaction.

 

195  Fees and allowances for members

(1) A member of a licensing committee is entitled to receive remuneration not within
subsection (2) for services as a member at a rate and of a kind determined by the Minister in accordance with the fees framework.

(2) A member of the licensing committee is entitled, in accordance with the fees framework, to be reimbursed for actual and reasonable travelling and other expenses incurred in carrying out his or her office as a member.

(3) For the purposes of this section, fees framework means the framework determined by the Government from time to time for the classification and remuneration of statutory and other bodies in which the Crown has an interest.

(4) A commissioner is to be treated as a member of a licensing committee for the purposes of this section.

 

Council Meeting Agenda

12 December 2019

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Council Meeting Agenda

12 December 2019

 

8.4         Kāpiti Economic Development: Major Events Fund Allocation 2019/2020

Author:                    Orlaith Maher, Programme Advisor

Authoriser:  James Jefferson, Group Manager Place and Space

 

Purpose of Report

1        To note that the organisers of FFFLAIR have decided to postponed their event until February / March 2021 and will not use funding allocated under the 2019 / 20 Major Event Fund.

2        To provide recommendations for the reallocation of funding under the 2019/20 Major Events Fund following the postponement of FFFLAIR.

3        To provide recommendations for the allocation of the feasibility funding provided under the 2019/20 Major Events Fund.

Delegation

4        The Council has the authority to make this decision.

Background

5        On 27 June 2019, Council approved the Kāpiti Coast Major Events Fund Policy for the period 1 July 2019 to 30 June 2022. As part of the policy Council approved an increase in the funding available from $160,000 to $200,000 p.a. Included within the funding is a feasibility fund of $25,000. Refer Appendix A for a copy of the policy.

6        Events requesting funding under the Major Events Policy are weighed against a decision making matrix. The matrix is used to assess the strengths of an event against the objectives of the fund and to help categorise the type of event and its economic and community impact. It is designed to be used as a framework for prioritising Council investment, with events needing to meet the applicable criteria. The matrix can be viewed in Appendix A.

7        Events are categorised into two levels.

7.1     Signature Events - which have the opportunity to receive funding of more than $50,000. A maximum of two signature events can be funded in any one year.

7.2     Major Events - which have the opportunity to receive funding of up to $50,000 per event per annum. A minimum of four Major Events are to be funded in any one year.

 

8        On 8 August 2019, Council confirmed funding for five events through the 2019/20 Major Event Fund. Table 1 below, shows the events that were funded.

Table 1: Major Event Funding in 2019/20.

Event Name	Event type	Funding received 2019/20	Multi-year funding 2020/21	Multi-year funding 202/22
Māoriland Film Festival	Signature event	$55,000	$40,000	$40,000
Ōtaki Kite Festival	Major event	$25,000	$20,000	$20,000
Kāpiti Food Fair	Major event	$25,000	$15,000	$15,000
XTERRA Wellington	Major event	$20,000	N/A	N/A
FFFLAIR	Major event	$50,000	N/A	N/A

*N/A - events in their first year are exempt from applying for multi-year funding.

9        At this meeting Council approved a decrease in the feasibility funding for 2019/20 to $15,000. The purpose of the decrease was to enable $10,000 to be reallocated to support the costs of the internal review. This reduced the total overall funding to $190,000. No feasibility funding has yet been allocated.

 

DISCUSSION

 

10      In October 2019, the organisers of FFFLAIR made a decision to postpone the event. The event is now scheduled to occur in February / March 2021. The decision was made by the organisers so that they had more time to deliver an event of this scale at a high standard and to further prepare Otaraua Park for the event. The organisers of FFFLAIR have advised that they will re-apply for Major Event Funding in 2020/21.

11      As a result of the postponement, the $50,000 that had been allocated to FFFLAIR is now available for reallocation. No formal application process has been initiated following the decision by FFFLAIR, however three funding requests and two feasibility requests have been made independently to Council.

12      A formal application process was actioned prior to the paper recommending funding options to Council in August 2019.   Given that there are requests already in excess of the available funding and the short lead time for a number of these requests, it was not proposed to hold a formal application process, also many people in the community where made aware of the opportunity as a result of the media coverage of the FFFLAIR postponement. A summary of the requests can be seen below in Table 2.

 

Table 2: Summary of funding requests received.

Event	Description	Funding request	Attendees
Major event funding
Toot Suite Boutique Festival	Originally proposed as a one-day music event to be held at Southwards Car Museum. The event will occupy the back lawn at Southwards and would run from 11.30am to 11.30pm on Saturday, 1 February 2020. The event will be ticketed and will be an R18 restricted event.   The organisers have proposed, subject to funding, that this becomes a two-day event with the possibility of a third day. The Friday night will be a movie night, utilising the LED screen that will be in place for the concert. This would be a free family event.   Day three, still at a conceptual stage, would be a visual art event featuring local artists and would also utilise staging and structures in place from the concert.   XTERRA Wellington will also run this weekend. The event organisers have advised that they would also work with XTERRA to connect the two events together and create a Weekend of activity in the Kapiti Coast. This would include a focus on family friendly activity on the Friday.	$50,000	Total – 2,500   Local – 1,400 Wellington region – 1000 National – 100
2020 Takutai Kāpiti	This event has been developed to engage, inform and consult with the community and raise awareness of climate change and sea level rise on the Kapiti District. This is part a community-led coastal adaptation programme with the event to run in February 2020. The event will incorporate a mixtures of speakers, panel sessions and workshops over two days.	$25,000	Total – 600 +
Coasters Musical Theatre	A community run theatre group of 40 years, that will be putting on a production of Mary Poppins. The event will run for ten days in the new Kāpiti Performing Arts Centre in October 2020.   This voluntary group wish to create a high standard performance that will compete with Wellington theatre companies. The show will target audiences from across the Wellington region to take part in or attend this family event.   It is the first scheduled theatre performance at the new performing arts centre.	$36,500	Per night: 330 Total event: 3,300
Feasibility funding
Te Tāpoi Kāpiti	To support the development of a new initiative by Māoriland Charitable Trust which will target visitors to the district. It is proposed test the feasibility of the concept as part of the Māoriland Film Festival.   The aim of the project is to establish authentic whānau operated Maori tourism ventures in Ōtaki and on the Kāpiti Coast that provides economic returns and increased opportunities for whanau.   The feasibility study will scope the viability of Māori tourism in Ōtaki and would include three offerings during the Māoriland Film Festival in March 2020.	$15,000	N/A
Dirt Farm	The owners of Dirt Farm wish to apply for funding to assist with assessing the feasibility of Dirt Farm hosting an international professional mountain biking event.   The event would be designed to attract the world’s best free riders and international media houses such as Red Bull Media House.   In order to hold an event like this there are a number of issues that Dirt Farm will have to work through including access, transport and accommodation requirements. The organisers would look to develop smaller local events prior to proceeding with the larger international event.	$15,000	N/A

 

13      Applications have been assessed against the Scoring Matrix criteria set out in the Kāpiti Major Events Fund Policy, where applicable. These assessments can be viewed in Appendix C.

14      Based on these assessments and the nature of requests received recommendations for funding allocations and funding conditions, tailored to the events are outlined in table 3 below. Recommendations would result in the full allocation of the 2019 / 20 Major Event Fund.

Table 3: Summary of the recommendations and conditions

Event	Funding request	Recommendation	Recommended Funding	Funding conditions
Toot Suite Boutique Festival	$50,000	To support procurement of the improved screens and staging infrastructure and costs involved in the delivery of a family film night on 31 January 2020.	$20,000	Funding is conditional of receipt of:   ·      Confirmation that the family film night will be delivered as part of the event activity. This is to be satisfactory to Council in all respects. ·      A detailed marketing and promotional plan, including confirmation about how the Kapiti Coast will be promoted and how Council and other partners will work with the event organiser to promote and leverage the event. Council is to have the rights to use promotional material and images from the event. ·      Confirmation about how the event survey will be completed to ensure that necessary data is captured for post event reporting and analysis. ·      Event Health and Safety Plan, including confirmation of traffic management for the event. These are to be satisfactory to the Council in all respects.
2020 Takutai Kāpiti	$25,000	The funding would be used to support the delivery of the conference portion of the summit with key note speakers, industry experts, a panel session and workshop.	$19,000	It is noted that this event is outside the normal event funding criteria for the fund but it is recommended as it is considered to be a key event for the Kāpiti Coast and will be relevant to a significant number of partners and stakeholders.    Funding will be subject to receipt of a satisfactory event plan.
Coasters Musical Theatre	$36,500	The event in ineligible for funding under the 2019/20 Major Events Fund as it will not be delivered within the current financial year. Applicants will be advised to submit to the 2020/21 Major Event Fund.	$0	Not applicable.
Feasibility Funding
Te Tāpoi Kāpiti	$15,000	To support the testing of the feasibility of whānau operated Māori Tourism as part of the Māoriland Film Festival.	$11,000	Funding is conditional upon the receipt of:   ·      A detailed feasibility report including understanding of the return on investment and the impact on the Kapiti Coast District. These are to be satisfactory to the Council in all respects.
Dirt Farm	$15,000	To support the assessment of the feasibility of holding an international professional mountain biking event on the Kapiti Coast.	$15,000	Funding is conditional of receipt of:   ·      A detailed feasibility report including understanding of the return on investment and the impact on the Kapiti Coast District. These are to be satisfactory to the Council in all respects.

Considerations

Legal considerations

15      Work with legal to ensure appropriate agreements are put in place for the event funding.

Financial considerations

16      Funding for the 2019/22 Major Events Fund is now fully allocated from the approved Economic Development budget.

Tāngata whenua considerations

17      Ensuring Tāngata whenua aspirations are met is a key requirement for all events to meet.

Strategic and Policy considerations

18      The Major Events Fund strategically contributes to the Long Term Plan’s goal of, ‘a positive response to our distinct district identity’.

19      The 2016-18 Economic Development Strategy provides the strategic structure for event development and growth in the district. This has been supported in the draft 2019-22 Economic Development Strategy which is currently in development.

Significance and Engagement

Significance policy

20      This matter has a low level of significance under Council’s Significance and Engagement Policy.

Engagement planning

21      No engagement is required with respect to this report.

Publicity

22      The Council will publically notify which events have been funded through the Major Events Fund.

23      The Economic Development and Communications Teams will work with the event organisers to support the marketing and promotion activities of the funded events, utilising Council communication channels and other promotional opportunities.

Recommendations 24      The Council notes the decision of FFFLAIR to postpone their event to 2021. 25      The Council notes the applications received for the 2019/20 Major Events Fund. 26      The council notes the applications received for the feasibility funding for the Major Event Fund 2019/2020. 27      The Council notes that the applicants have been assessed using the agreed criteria set out in the 2019/20Major Events Policy. 28      The Council approves the allocation of funding as outlined in Table 4. Table 4: Major Event Fund recommendations. Event application name Recommendation Toot Suit Boutique Festival $20,000 2020 Takutai Kāpiti $19,000 Coasters Musical Theatre $0 Te Tāpoi Kāpiti $11,000 Dirt Farm $15,000

 

 

Appendices 1.     Kāpiti Major Events Fund Policy ⇩

2.       Major Events Applications December 2019 ⇩

3.       Feasability Applications December 2019 ⇩

4.       Application Scoring Matrix ⇩

 

Council Meeting Agenda

12 December 2019

 

 

 

 

 

 

 

KĀPITI COAST MAJOR EVENTS FUND

 

for the period 1 July 2019 to 30 June 2022

 

 

 

 

FUNDING SUPPORT FOR MAJOR EVENTS ON THE KĀPITI COAST.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Kāpiti Coast Major Events Fund

 

Information covered

·    Purpose

·    Funding levels, Frequency and Process

·    Eligibility & Criteria

·    Decision making

·    Measuring success and reporting.

 

 

Purpose

The Kāpiti Coast Major Events Fund was established in 2016 to support major events in the Kāpiti District that will help deliver a thriving, vibrant and diverse economy. The fund is aimed at supporting a small number of signature events each year that deliver long term economic benefits for the Kāpiti District.

 

Funding levels

A total of $200,000 (excl GST) is available for allocation each year. Funding is allocated for the following purposes:

 

1.    Up to $25,000 per annum will be available to assist with feasibility testing, business case development and economic impact studies for event opportunities. This can be used to assist with future decision making and help minimise risk with new event development.

 

2.    Up to $175,000 per annum will be available to assist with event funding. Activities that will be considered for funding include:

· direct event costs including venue, stage, lighting and performance costs;

· health and safety costs;

· waste minimisation and management costs;

· event management and personnel costs to secure additional sponsorship;

· event signage, advertising and promotional costs.

 

 

Frequency

Funding allocation decisions will be made annually. Should the fund not be fully allocated in the funding round, Council at its sole discretion may choose to hold a separate funding round for any residual funds. Unallocated funding for feasibility assessments may be allocated at any time throughout the year at the sole discretion of the Council.

 

Application process

The commencement of the fund application process will be notified through Council’s communication channels, including the Council’s website https://www.kapiticoast.govt.nz/ .

 

The application period will be for a fixed period of time, which is to be no less than four weeks, in order to provide sufficient time for applications to be completed and submitted to the council.

 

Applicants will be required to complete the application form in full and submit this along with the required supporting information to Council before the closing date. Applications that have not been completed properly and do not have all of the necessary supporting information, may be at the discretion of the Council, be excluded from the application process.

 

Applicants will receive written notification of the funding decision.

 

Funding process

Funding applications received will be reviewed by the Major Events Fund Assessment Panel, who will make recommendations for the distribution of the fund to Council. The panel will be comprised of a mixture of Council representatives and industry specialists.

 

In the 2019-20 financial year, applications will be allowed for funding for up to three years, where there is a sound business case and evidence of the ability to delivery long-term outcomes.  Applicants that secure multi-year funding will be required to submit annual event reports to Council and confirm the delivery of pre-agreed outcomes. The failure of an event to deliver pre-agreed outcomes in any one year may mean that any future funding allocation will need to be reviewed. This will be at the discretion of the Council, who will have the ability to either reduce or withdraw any future funding to the applicant for the event.

 

Funding of multi-year commitments may not be at the same levels each year, future funding levels may be at either a higher or lower level at the sole discretion of Council. Successful multi-year applicants that have received reduced event funding in subsequent years could request additional funding in the applicable year, however this would be subject to review along with other events applications in that year.  A separate application would need to be made for additional funding.

 

 

 

Eligibility & Criteria  

The Council is committed to ensuring that the major events fund delivers sound economic outcomes that meet the vision of a district that is vibrant, thriving and diverse.

 

To be eligible to receive funding the event must:

·    take place in the Kāpiti District;

·    not have already occurred in the applicable financial year;

·    have confirmed at least 30% of total costs (not applicable to feasibility applications)

·    show how residual costs after allowing for Council funding will be covered (not applicable to feasibility applications) and

·    confirmation of any consenting and land owner approval requirements and the status of any required consents / approvals.

 

Events will be assessed against the following criteria

·    be a level 1 or 2 event as classified in the decision making support tool;

·    showcase the Kāpiti Coast and build the profile of the Kāpiti Coast and its community;

·    highlight the Kāpiti Coast as a destination for visitors, business and residents;

·    have long-term economic benefits for the district;

·    are able to generate at least a 5:1 return on Council’s investment, and

·    meet tāngata whenua and community aspirations.

 

Preference may be given to events which:

·    attract visitors in the off season (April to October);

·    can demonstrate successful financial support from other funding sources (not applicable to feasibility applications);

·    show potential to be self-sustaining without Council funding in future years (not applicable to feasibility applications);

·    have received less than three years of previous funding from Council, excluding feasibility funding;

·    do not coincide with any other major events in the Wellington region, unless compatible (not applicable to feasibility applications).

 

 

 

 

 

 

 

 

 

 

Activities that will be considered for funding include:

·    direct event costs including venue, stage, lighting, sound and performance costs;

·    health and safety costs including security and traffic management costs;

·    waste management and minimisation costs;

·    event management and personnel costs to secure additional sponsorship;

·    event signage, advertising and promotional costs.

 

All applications for funding should include (where applicable):

·    Completed application form.

·    Introduction to the organisation seeking funding, its primary business purpose, experience and areas of expertise.

·    Certificate or documentation of proof that the organisation or business is a legally incorporated entity, trust or business (recognised under the Companies Act).

·    A detailed description of the event or feasibility study proposal, including expected economic outcomes.

·    Risk assessment for any proposed event.

·    A project timeline detailing key activities that would be undertaken and by whom.

·    A detailed budget, including a breakdown of whether costs are confirmed or estimates.

·    A detailed marketing and communications plan.

·    How your organisation will manage environmental impacts from the event and follow waste minimization processes.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Decision-making tool: Classification for event support matrix

A classification system is used to understand the strengths and opportunities of an events portfolio for the Kāpiti District.  The matrix below is designed to order events into categories to determine the type of event, its benefits and economic and community impact.  The matrix is designed to be used as a framework for prioritising Council investment in events development.

 

 

Impact Level	Level 1	Level 2	Level 3
	Signature Event (10,000 + attendees)	Major event  (2,000- 10,000 attendees)	Local event (Less than 2,000 attendees)
	Over 30% of attendees are visitors to the District.	Over 20% of attendees are visitors to the District.	Events that are driven and lead by local communities.
Primary	o  Encourages local pride and social outcomes. o  Event attracts visitors to stay overnight o  Event attracts visitors from the Wellington region and New Zealand o  The event generates a greater than 10:1 return on Council investment o  Generates significant media profile for the Kāpiti District o  Creates national exposure o  Aligns with Economic Development Strategy	o  Encourages local pride and social outcomes o  Event attracts visitors from the Wellington region and surrounding districts. o  The event generates a greater than 5:1 return on Council investment o  Generates media profile for the Kāpiti District o  Creates regional exposure o  Aligns with Economic Development Strategy	o  Encourages local pride and social outcomes o  Provides paid or free entertainment opportunities to the community o  Provides social benefits such as fund raising for local organisations o  Facilitates cross cultural awareness o  Promotes community engagement
Secondary	o  Assists with skill development in two or more industry sectors. o  Provides exposure to local talent and capability o  Creates opportunities for local businesses to increase their profile at a national or regional level. o  Facilitates cross cultural awareness o  Promotes environmental suitability	o   Assists with skill development in one or more industry sector o   Provides exposure to local talent o   Creates opportunities for local businesses to increase their profile at a regional level. o   facilitates cross cultural awareness o   Promotes environmental suitability and community engagement	o   Assists with local skill development o   Creates opportunities for local businesses o   Aligns with Economic Development Strategy
Tertiary	o  Provides free entertainment opportunities to the community o  Provides social benefits such as fund raising for local organisations o  Promotes community engagement	o  Provides free entertainment opportunities to the community o  Provides social benefits such as fund raising for local organisations	o  Greater than 5:1 return on Council investment o  Generate media profile o  Enhance the District’s livability o  Attracts regional visitors

Measuring success and reporting

All successful event funding applicants are required to submit a post event report to Council within two months of the event being held. The report is to be satisfactory to the Council in all respects and include all information requested by Council.

 

Applicants that do not submit a satisfactory report to Council will be ineligible for future funding.

 

Event reports must include the following information:

·    attendance figures including breakdown of visitor origin and visitor overnight stay in the district.

·    robust analysis of event outcomes, including estimated economic impacts.

·    full financial report, including confirmation of the level of spending within the Kāpiti district.

·    marketing and media outcomes.

 

All successful feasibility funding applicants are required to submit to Council a copy of their completed feasibility assessment and details of their proposed next steps. The report is to be satisfactory to the Council in all respects.

 

 

Council Meeting Agenda

12 December 2019

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Council Meeting Agenda

12 December 2019

 

 

 

 

 

 

 

Council Meeting Agenda

12 December 2019

 

Applicant details

Event	Toot Suite Boutique Festival	Type	Signature \ Major
Date	Saturday February 1st 2020	Funding request	$50,000
Applicant (business)	Plan BETA Limited	Frequency	1 year: ☒    2 years: ☐    3 years: ☐
Contact name	Joff Rae	Funding type	Event funding / Feasibility
Contact phone	022 3783253	Attendees	>2,500
Contact email	info@planbeta.co.nz	Recommended	$25,000
Funding used for:	LED screen Staging and infrastructure Waste & rubbish management TMP
Details provided	1.     Introduction / business purpose / experience / areas of expertise			☒
	2.     Proof of legally incorporated entity, Trust or business			☒
	3.     Description of event or feasibility study (with expected economic outcome)			☒
	4.     Risk assessment of proposed event/feasibility study			☒
	5.     Project timeline detailing activities			☒
	6.     Balanced budget and detailed marketing/promotional breakdown			☒
	7.     A communication plan (showing acknowledgement of Council’s contribution)			☒
	8.     Organisation’s environmental sustainability values.			☒
	9.     Understanding of economic outcomes of events (thriving, vibrant and diverse District)			☒
	10.  Business plan showing three-year self-sustaining funding approach			☒
	11.  Track record of previous relevant work			☒
	12.  References for similar projects			☒

 

Eligible:

The proposed major event:
·      take place in Kāpiti	☒
·      not have already occurred in the applicable financial year	☒
·      have confirmed at least 30% of total costs (not applicable to feasibility applications)	☒
·      show how residual costs after allowing for Council funding will be covered (not applicable to feasibility applications)	☒
·      confirmation of any consenting and land owner approval requirements and the status of any required consents / approvals.	☒

 

Application criteria total score:

Initial score of each proposal against each criterion using a rating of 0 – 3 (to be discussed and peer-reviewed). 

(0 = does not address the criterion, 1 = fails to meet the criterion, 2 = meets the criterion, 3 = exceeds the criterion)

The proposed major event: 15/18	Score (0-3)
·      be a level 1 or 2 event as classified in the decision making support tool	3
·      showcase the Kāpiti Coast and build the profile of the Kāpiti Coast and its community	3
·      highlight the Kāpiti Coast as a destination for visitors, business and residents	2
·      have long-term economic benefits for the district	2
·      are able to generate at least a 5:1 return on Council’s investment	3
·      meet Tāngata whenua and community aspirations	1

 

 

Preference criteria

The proposed major event:
·      attract visitors in the off season (April to October)	☐
·      can demonstrate successful financial support from other funding sources (not applicable to feasibility applications)	☒
·      show potential to be self-sustaining without Council funding in future years (not applicable to feasibility applications);	☒
·      have received less than three years of previous funding from Council, excluding feasibility funding	☐
·      do not coincide with any other major events in the Wellington region, unless compatible (not applicable to feasibility applications)	☒

 

DECISION TO FUND:

yes	Notes: •      Secured 30% of cost is dependent on ticket sales, sponsorship and other revenue

 

 

Council Meeting Agenda

12 December 2019

 

8.5         Waste Minimisation Task Force report back

Author:                    Adrian Mitchell, Solid Waste Services Manager

Authoriser:             Sean Mallon, Group Manager Infrastructure Services

 

Purpose of Report

1        This report asks Council to receive the Appended “Final Report of the Waste Minimisation Taskforce” and to thank the Taskforce members for the time and effort they have committed in preparing their report

Delegation

2        As the Waste Minimisation Taskforce is an advisory entity, the report of the Taskforce is not subject to delegation.

Background

3        The Waste Minimisation Taskforce was established by the following resolutions of the Strategy and Operations Committee of Council on the 21^st March 2019:

·        That the Strategy and Policy Committee approve the establishment of the Waste Minimisation Taskforce.

·        That the Strategy and Operations Committee approve the Terms of Reference, as amended, for the Waste Minimisation Taskforce.

4        The Terms of Reference (TOR) and brief biographies of the Taskforce members are included in the Taskforce report.

5        The Purpose of the Taskforce as stated in the TOR was:

“The purpose of the Taskforce is to review the actions listed in the 2017 Wellington Region Waste management and Minimisation Plan (WMMP) and report back to Council on how these actions can be implemented to achieve the most cost effective reduction in the volume of waste materials in the District.”

6        The Taskforce has now completed the Appended “Final Report of the Waste Minimisation Taskforce”.  Representatives of the Taskforce will formally present the report to Council on 12 December 2019.

Issues

7        The recommendations of the Taskforce will be used to inform the Solid Waste work programme and officers will report back to Council on proposed actions in the new Calendar year.

Considerations

Policy considerations

8        In September 2017 Council adopted the Wellington Region Waste Management and Minimisation Plan (2017–2023) referenced in the Taskforce report

Legal considerations

9        As the Taskforce report is advisory there are no legal considerations relating to this report

Financial considerations

10      As the Taskforce report is advisory there are no financial considerations relating to this report. Any future financial consideration will be considered as part of the further work to be carried out by staff in advance of the report back on the proposed solid waste work programme in the new year.

Tāngata whenua considerations

11      The Taskforce membership included Iwi representation

Strategic considerations

12      As the Taskforce report is advisory there are on strategic considerations relating to this report

Significance and Engagement

Significance policy

13      As the Taskforce report is advisory this matter has a low level of significance under Council’s Significance and Engagement Policy.

Consultation already undertaken

14      No formal consultation was undertaken in relation to this report.

Engagement planning

15      An engagement plan is not required for this report.

Publicity

16      No publicity is proposed for this report.

 

Recommendations 17      That Council acknowledge receipt of the Final Report of the Waste Minimisation Taskforce. 18      That Council thanks the Taskforce members for the considerable skill, time and effort they have committed in the preparation of the Final Report of the Waste Minimisation Taskforce.

 

Appendices

1.       WMTF Final Report 5 December 2019 ⇩  

 

Council Meeting Agenda

12 December 2019

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Council Meeting Agenda

12 December 2019

 

9            Confirmation of Minutes

9.1         Confirmation of Minutes 31 October 2019

Author:                    Tanicka Mason, Democracy Services Advisor

Authoriser:             Janice McDougall, Group Manager

 

 

 

 

Recommendations That the minutes of the Council meeting on 31 October 2019 be accepted as a true and accurate record of that meeting.

 

Appendices

1.       Council Minutes for 31 October 2019 ⇩  

 

Council Meeting Agenda

12 December 2019

 

   MINUTES OF Kapiti Coast District Council
Council Meeting
HELD AT THE Southward Car Museum, Otaihanga Road, Southward Car Museum, Otaihanga Road,, Paraparaumu
ON Thursday, 31 October 2019 AT 7.00pm

 

PRESENT:              Mayor K Gurunathan, Cr Janet Holborow, Cr Jocelyn Prvanov, Cr Angela Buswell, Cr Martin Halliday, Cr James Cootes, Cr Jackie Elliott, Cr Bernie Randall, Cr Gwyn Compton, Cr Robert McCann, Cr Sophie Handford

 

IN ATTENDANCE: Koromatua Don Te Maipi, Kuia June Davis, Shelly Wawrick, Jill Griggs, Margaret Stevenson Wright, James Westbury, Grace Lindsay, Guy Burns, Kathy Spiers, Geoffrey Churchman, Jonny Best, Marilyn Stevens, Christine Papps, Marilyn Stevens, Steven Carkeek, Shelly Warwick, Daniel O’Connell, Tina Pope, Jess Hortop, Wayne Maxwell, Janice McDougall, Sue George, Leyanne Belcher

 

APOLOGIES:         Nil

 

1            Welcome

Tāngata whenua called the Councillors and Community Board Members-Elect into the auditorium and onto the stage followed by speeches and waiata.

The Chief Executive Wayne Maxwell who was presiding as Chair, welcomed everyone and declared the inaugural meeting of the 2019-2022 Triennium open.

2            APOLOGIES         

There were no apologies.

3            Declarations by THE NEW MAYOR     

The Chief Executive invited the Mayor-Elect K Gurunathan to come forward and make his declaration. Mr Gurunathan read and signed the statutory declaration pursuant to Schedule 7, Part 1, s14(3) of the Local Government Act 2002, which was witnessed by the Chief Executive.

The Mayoral chains of office were placed on Mr Gurunathan by June Davis on behalf of tāngata whenua.

The Mayor then took the Chair, and invited Councillors-Elect to come forward and make their declarations.

 

4            DECLARATIONS BY THE NEW COUNCILORS  

Councillors individually read and signed their declarations pursuant to Schedule 7, Part 1, s14(3) of the Local Government Act 2002, which were witnessed by the Mayor.

 

 

5            DECLARATIONS BY THE NEW COMMUNITY BOARD MEMBERS     

The Mayor invited each Community Board group to come forward and make their declarations.

Each Community Board member read their declarations together pursuant to Schedule 7, Part 1, s14(3) of the Local Government Act 2002.

The Mayor clarified that Board members would be signing their declarations at their own inaugural meetings

6            EXPLANATION OF LEGISLATION FOR NEW ELECTED MEMBERS 2019-2022 tRIENNIUM

Pursuant to Schedule 7, clause 21(5)(c) of the Local Government Act 2002 the Chief Executive gave an explanation of legislation affecting Elected Members.

Motion

Resolution  2019/20 Moved:       Mayor K Gurunathan Seconder:  Cr Janet Holborow That Elected members of the 2019-2022 Triennium note the general explanation of legislation provided by the Chief Executive pursuant to Section 21 of Schedule 7, Local Government Act 2002. Carried

 

 

7            DEPUTY MAYOR APPOINTMENT BY THE MAYOR    

Pursuant to section 41A(3)(a) of the Local Government Act 2002 he appointed Cr Janet Holborow as the Deputy Mayor for the 2019-2022 Triennium.

The Mayor made his inaugural speech.

Mayor Gurunathan congratulated new and re-elected Councillors and looked forward to working with the new Council and tangata whenua.

 

8            DATE AND TIME OF NEXT MEETING OF COUNCIL   

 

Motion

Resolution  2019/21 Moved:       Mayor K Gurunathan Seconder:  Cr Janet Holborow That the next meeting of the Kāpiti Coast District Council will be held on Thursday 7 November at 10.00 am in Council Chambers, 175 Rimu Road, Paraparaumu. Carried

 

The National Anthem and waiata were sung. Council kaumātua Don Te Maipi performed a karakia.

 

Council kaumātua Don Te Maipi performed a karakia.

 

The Council meeting closed at 8.14pm.

 

 

 

...................................................

CHAIRPERSON

 

Council Meeting Agenda

12 December 2019

 

9.2         Confirmation of Minutes 7 November 2019

Author:                    Tanicka Mason, Democracy Services Advisor

Authoriser:             Janice McDougall, Group Manager

 

 

 

Recommendations That the minutes of the Council meeting on 7 November 2019 be accepted as a true and accurate record of that meeting.

 

Appendices

1.       Council Minutes of 7 November 2019 ⇩  

 

Council Meeting Agenda

12 December 2019

 

   MINUTES OF Kapiti Coast District Council
Council Meeting
HELD AT THE Council Chamber, Ground Floor, 175 Rimu Road, Paraparaumu
ON Thursday, 7 November 2019 AT 10.00am

 

PRESENT:              Mayor K Gurunathan, Deputy Mayor Janet Holborow, Cr Angela Buswell, Cr James Cootes, Cr Jackie Elliott, Cr Gwynn Compton, Cr Jocelyn Prvanov, Cr Martin Halliday, Cr Sophie Handford, Cr Robert McCann, Cr Bernie Randall

 

IN ATTENDANCE: Wayne Maxwell (Mr), Sean Mallon (Mr), Mark de Haast (Mr), Tim Power (Mr), Susan Owens (Ms), Leyanne Belcher (Ms), Vyvien Starbuck-Maffey (Ms).

 

APOLOGIES:         Nil

 

LEAVE OF               Nil

ABSENCE:

 

 

1            Welcome

The Mayor welcomed everyone to the first meeting of Council for the new Triennium.

2            Council Blessing

Cr Handford read out the Council blessing in te reo Māori.

3            Apologies

Nil

4            Declarations of Interest Relating to Items on the Agenda

None.

5            Public Speaking Time for Items Relating to the Agenda

1.   Trevor Daniell from Grey Power looked forward to a positive relationship with the new Council and mentioned the 2.5% pension increase compared to the 18% wage increase for Councillors.

2.   Guy Burns from the Paraparaumu-Raumati Community Board spoke to item 8.2 and referred to the Mayor’s election promise to increase the powers and delegations of the Community Boards. The Mayor clarified it was still his intent to pursue the matter with appropriate consultation and discussion with elected members first. It would not have been possible to adequately consult in time for the report to be presented today.

6            Members’ Business

(a)          Public Speaking Time Responses would be made at the time reports were considered.

(b)          Leave of Absence – none

(c)          Matters of an Urgent Nature (advise to be provided to the Chair prior to the commencement of the meeting)  - none

7            Mayor's Report

Nil

8            Reports

8.1         Mayoral Appointments and the Establishment of Committees Democracy Services Manager Leyanne Belcher invited questions and detailed a number of amendments proposed to the table in the report. There was no discussion.

moved (mayor/buswelL) That the Council notes the mayoral appointments of the Deputy Mayor, Committee Chairperson, Subcommittee Chairpersons, and the establishment of Committees including terms of reference for the 2019-2022 Triennium as at Appendix 1 of the Mayoral Appointments report. CARRIED

 

8.2         Governance Structure and Delegations 2019-2022 Triennium Democracy Services Manager Leyanne Belcher invited questions and detailed a number of amendments proposed to the table in the report.

moved (mayor/elliott) That the Council of the 2019-2022 Triennium: (a) Notes the Mayor’s appointment of Cr Janet Holborow as the Deputy Mayor; (b) Notes the Mayor’s establishment of Committees and appointment of Chairs and membership of the following Committees: MAYORAL APPOINTMENTS UNDER S41A LGA 2002 COMMITTEE CHAIR MEMBERSHIP Strategy and Operations Committee Cr Cootes Mayor and all Councillors Māori member with voting rights Audit and Risk Subcommittee Independent Mayor, Deputy Mayor, Chair of Strategy and Operations, Cr Buswell and 2 Independent Members with voting rights. Grants Allocation Subcommittee Cr Elliott Mayor, Deputy Mayor, Cr McCann, Cr Halliday, Cr Randall and Cr Elliott Appeals Hearing Subcommittee Mayor Mayor, Deputy Mayor and Chair of Strategy and Operations and Cr Prvanov Chief Executive Performance and Employment Subcommittee Mayor Mayor and all Councillors   Adopts in the case where there is more than one nomination for the positions, System A or B as outlined in Schedule 7, clause 25 of the Local Government Act 2002, for the election of the Deputy Chairs of its Committees for the 2019-2022 Triennium; Appoints Deputy Chairs of the Committees for the 2019-2022 Triennium as: COMMITTEE DEPUTY CHAIR Strategy and Operations Committee Cr Compton Audit and Risk Subcommittee Cr Buswell Chief Executive Performance and Employment Subcommittee Cr Holborow Appeals Hearing Subcommittee Cr Prvanov Grants Allocation Subcommittee Cr Buswell   Discharges Mr Gary Simpson from the Audit and Risk committee and appoints him to the Audit and Risk Subcommittee until 31 August 2021. Discharges Mr Bryan Jackson from the Audit and Risk Committee and appoints him to the Audit and Risk Subcommittee until 1 July 2022. Approves the appointment of one Māori representative with voting rights to the Strategy and Operations Committee for the 2019-2022 Triennium, noting that the recruitment of the preferred nominee will be coordinated through the Council’s independent partnership body Te Whakaminenga o Kāpiti with a recommendation coming back to Council early in 2020. Discharges Janet Holborow, Fiona Vining, Jackie Elliott, Mike Cardiff, Jocelyn Prvanov and K Gurunathan as transitional independent hearing commissioners for resource consent applications as per the relevant provisions of the Resource Management Act 1991. Adopts the delegations for Committees, Subcommittee and Community Boards as attached at Appendix 1 of this Governance Structure and Delegations 2019-2022 report. CARRIED

 

8.3         APPOINTMENT OF WARD COUNCILLORS TO COMMUNITY BOARDS 2019-2022

MOVED (HOLBOROW/BUSWELL) That Council confirms the appointment of the following Ward Councillors to the respective Community Boards for the 2019-2022 Triennium: i.   Ōtaki Community Board                                  Councillor James Cootes ii.  Waikanae Community Board                           Councillor Jocelyn Prvanov iii.  Paraparaumu-Raumati Community Board     Councillor Martin Halliday iv.  Paraparaumu-Raumati Community Board     Councillor Bernie Randall v.   Paekākāriki Community Board                      Councillor Sophie Handford CARRIED

 

8.4         APPOINTMENT OF COUNCILLORS TO JOINT COMMITTEES AND EXTERNAL ORGANISATIONS 2019-2022 TRIENNIUM Democracy Services Manager Leyanne Belcher invited questions and clarified some of the appointments.

moved (compton/buswell) That the Council confirms the appointment of the Mayor, the Paekākāriki-Raumati Ward Councillor Cr Handford, and the Chief Executive to the Campe Estate Subcommittee for the 2019-2022 Triennium; That the Council makes appointments to council organisations for the 2019-2022 Triennium as follows:   No Organisation/body Appointees 1 Te Whakaminenga o Kāpiti   The Mayor and Cr Cootes 2 Kapiti Coast Youth Council    Cr Handford 3 Kapiti Coast Older Persons’ Council    The Mayor and Cr Halliday 4 Wellington Regional Strategy Joint Committee The Mayor and Cr Holborow, as alternate to the Mayor 5 Wellington Regional Transport Joint Committee The Mayor and Cr Cootes, as alternate to the Mayor 6 Wellington Regional Climate Change Working Group (WRCCWG)   The Mayor and Cr Handford, as alternate to the Mayor 7 Friends of the Ōtaki River   Cr Buswell 8 Friends of the Waikanae River   Cr Prvanov 9 Pharazyn Reserve Focus Group Referred to Waikanae Community Board for appointment of one member 10 Kapiti Ecological Restoration Maintenance Trust  Cr Prvanov 11 Kapiti Coast Aircraft Noise Community Liaison Group Referred to Paraparaumu-Raumati Community Group for appointment of one member 12 Wellington Regional Waste Forum  Cr Elliott 13 Waste Minimisation Task Force Cr Elliott 14 Wellington Region Waste Management and Minimisation Joint Committee Cr Elliott 15 Road Safety Advisory Group   Cr Randall and Cr Cootes 16 Kapiti Accessibility Advisory Group    Cr Holborow   17 Kapiti Cycleway, Walkway and Bridleway Advisory Group   Cr Buswell and Cr Prvanov 18 Mahara Gallery Trust   Cr Holborow 19 Mahara Gallery Upgrade Project Steering Group Cr Holborow 20 The Public Art Panel Cr Holborow   21 LGNZ Policy Advisory Group Cr Holborow 22 Paraparaumu College Community Sports Hall Committee Cr Halliday and Cr Randall

CARRIED

8.5         Elected Member Remuneration and Positions of Responsibility Democracy Services Manager Leyanne Belcher clarified the assignment of Councillors to the various portfolios.

MOVED (HOLBOROW/BUSWELL) That the Council makes the following portfolio allocations appointments for the 2019-2022 Triennium as follows: Portfolios Appointees Cultural wellbeing (inc. Arts) Cr Holborow Transport Cr Cootes Rural GWRC Economic wellbeing Cr Compton Business & Jobs Cr Buswell Waste Cr Elliott Housing Social wellbeing Cr McCann Climate Youth Cr Handford Environmental wellbeing Cr Prvanov C Health Seniors Cr Halliday   That the Council approves the Portfolio job descriptions as attached at Appendix 2 of this Elected Member Remuneration and Positions of Responsibility report. That the Council approves: base remuneration for Councillors of $36,000.00 additional remuneration of $24,000.00 for the Deputy Mayor, additional remuneration of $19,000.00 for the Chair of the Strategy and Operations Committee, additional remuneration of $14,610.00 for Portfolio A holders additional remuneration of $9,056.00 for Portfolio B holders CARRIED

 

8.6         Draft Calendar of Meetings 2019-20 Councillors commended the Chief Executive and staff on the work done to produce the new calendar of meetings. The Chief Executive clarified meeting attendance (the Mayor) at the Local Government NZ Rural and Provincial meetings and recommended Councillors consider attending Zone4 meetings.

moved (holborow/cootes) That the Council approves the calendar of meeting 2019-20 as detailed in Appendix 1 of this Draft Calendar of Meetings 2019-20 report, noting that Council, Committee and Subcommittee meetings are generally scheduled on a Thursday and start at 9.30am. CARRIED

 

8.7         ADOPTION OF STANDING ORDERS - 2019-2022 TRIENNIUM Democracy Services Manager Leyanne Belcher spoke to the report, reminding Councillors that nine out of 11 members would need to vote in favour of the amendments presented today. A key change from previous triennia was that, in addition to livestreaming meetings, video footage could now be stored and uploaded to the Council website which represented an increase in transparency. Councillors queried whether there were protocols in place to prevent someone from downloading the footage and manipulating it. Legal Counsel Tim Power clarified this would almost certainly constitute an offence but he could provide more detailed advice later, as the law was moving rapidly on this issue. Advice would be provided to Councillors. The issue was raised about public speaking time provisions for Māori/iwi being longer than three minutes in the original LGNZ template. Last triennium Council had considered the matter but decided to insert some broader wording around the Chair’s consideration of bicultural requirements around public speaking time, and this would remain unchanged. Councillors agreed it would be useful to workshop the Standing Orders next year.

moved (cootes/compton) That Council adopt the set of Standing Orders as at Attachment 1 of report ‘Adoption of Standing Orders – 2019-2022 Triennium’ with any additional amendments. CARRIED

 

9            Confirmation of Minutes

Nil 

10          Public Speaking Time

·             Covering other items if required - none

·             Public Speaking Time responses -none

11          Public Excluded Reports 

Nil

 

The Council meeting closed at 10.46am.

 

 

 

...................................................

CHAIRPERSON

 

Council Meeting Agenda

12 December 2019

 

10          Public Speaking Time

·                Covering other items if required

·                Public Speaking Time responses

Council Meeting Agenda

12 December 2019

 

11          Public Excluded Reports  

Resolution to Exclude the Public

PUBLIC EXCLUDED ReSOLUtion That, pursuant to Section 48 of the Local Government Official Information and Meetings Act 1987, the public, with the exception of Community Board Chairs, now be excluded from the meeting for the reasons given below, while the following matters are considered. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each matter to be considered Reason for passing this resolution in relation to each matter Ground(s) under section 48 for the passing of this resolution 11.1 - Appointment of Chair of the Audit and Risk Subcomittee Section 7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons Section 48(1)(a)(i) - 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 would exist under section 6 or section 7