Otorohanga District Council AGENDA. 15 September am. Members of the Otorohanga District Council

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1 Otorohanga District Council AGENDA 15 September am Members of the Otorohanga District Council Mr MM Baxter (Mayor) Mr RM Johnson MRS RA Klos Mr KM Philllips Mrs DM Pilkington (Deputy Mayor) Mr R Prescott Mr PD Tindle Mrs AJ Williams Meeting Secretary: Mrs A Burdon (Executive Assistant)

2 OTOROHANGA DISTRICT COUNCIL 15 September 2015 Notice is hereby given that an ordinary meeting of the Otorohanga District Council will be held in the Council Chambers, Maniapoto St, Otorohanga on Tuesday 15 September 2015, commencing at 10.00am. Friday 4 September 2015 DC Clibbery CHIEF EXECUTIVE AGENDA VISITORS ATTENDING THE MEETING: 11.00am Hamilton & Waikato Tourism Ms Kiri Goulter noon Richard Wallace ORDER OF BUSINESS: ITEM PRECIS PAGE PRESENT 1 IN ATTENDANCE 1 APOLOGIES 1 OPENING PRAYER 1 ITEMS TO BE CONSIDERED IN GENERAL BUSINESS 1 CONFIRMATION OF MINUTES 18 AUGUST REPORTS 1 Item 240 OTOROHANGA COMMUNITY BOARD MINUTES 27 AUGUST Item 241 DRAFT MANAGEMENT ACCOUNTS FOR THE PERIOD ENDING 30 JUNE 2015 Item 242 BUILDING (EARTHQUAKE PRONE BUILDINGS) AMENDMENT BILL 3 Item 243 HAMILTON & WAIKATO TOURISM END OF YEAR REPORT 6 Item 244 APPLICATION FOR TEMPORARY ROAD CLOSURE HAMILTON CAR CLUB KAIMANGO ROAD RALLY SPRINT Item 245 ODC MATTERS REFERRED FROM 18 AUGUST GENERAL Otorohanga District Council - AGENDA 15 September 2015 Page 1

3 PRESENT IN ATTENDANCE APOLOGIES ITEMS TO BE CONSIDERED IN GENERAL BUSINESS CONFIRMATION OF MINUTES 18 AUGUST 2015 REPORTS Item 240 OTOROHANGA COMMUNITY BOARD MINUTES 27 AUGUST 2015 To: From: His Worship the Mayor and Councillors Otorohanga District Council Governance Supervisor Date: 15 September 2015 Executive Summary Minutes of the meeting of the Otorohanga Community Board held on 27 August 2015 as previously circulated. Staff Recommendation It is recommended that: The minutes of the meeting of the Otorohanga Community Board held on 27 August 2015 be received. CA Tutty GOVERNANCE SUPERVISOR Otorohanga District Council - AGENDA 15 September 2015 Page 1

4 Item 241 To: From: DRAFT MANAGEMENT ACCOUNTS FOR THE PERIOD ENDING 30 JUNE 2015 His Worship the Mayor & Councillors Otorohanga District Council District Accountant Date: 15 September 2015 Relevant Community Outcomes Ensure services and facilities meet the needs of the Community Promote the local economy and opportunities for sustainable economic development Foster an involved and engaged Community Executive Summary The Draft Management Accounts for the period ended 30 June 2015 are attached under separate cover. Staff Recommendation It is recommended: That the Draft Management Accounts for the period ended 30 June 2015 be received. Brendan O Callaghan DISTRICT ACCOUNTANT Otorohanga District Council - AGENDA 15 September 2015 Page 2

5 Item 242 To: From: BUILDING (EARTHQUAKE PRONE BUILDINGS) AMENDMENT BILL His Worship the Mayor & Councillors Otorohanga District Council Environmental Services Manager Date: 15 September 2015 Relevant Community Outcomes The Otorohanga District is a safe place to live Ensure services and facilities meet the needs of the Community Promote the local economy and opportunities for sustainable economic development Manage the natural and physical environment in a sustainable manner Executive Summary The Local Government and Environment Committee has reported back to Parliament on the Building (Earthquake-prone Buildings) Amendment Bill and recommended that it be passed with a number of the amendments which were endorsed by all of the committee. Staff Recommendation It is recommended: That the report on the Building (Earthquake prone buildings) Amendment Bill from the Environmental Services Manager be received. Report Discussion Introduction The Building (Earthquake-prone Buildings) Amendment Bill seeks to amend the Building Act 2004 with reference to earthquake-prone buildings. It will use a risk based framework to enforce national time frames and procedures for addressing earthquake-prone buildings. It would also clarify the definition of, and criteria for, earthquake-prone buildings and provide for a national earthquake-prone building register. This legislation will have wide-ranging effects on territorial authorities, building owners, building users, and the public. The intent of the Bill is to balance the protection of citizens from earthquake-prone buildings; the cost of strengthening, upgrading, or demolishing buildings; and the protection of heritage buildings. Discussion The Committee stated it would be impractical and costly to apply an earthquake-prone building assessment to all buildings. Therefore, it has recommended excluding the following structures: certain residential housing, farm buildings, retaining walls that are not integral to the structure of a building, fences, certain monuments, wharves, bridges, tunnels, and storage tanks. However, it confirmed that hostels, boarding houses or other specialised accommodation of two or more storeys, and residential buildings of two or more storeys that contain three or more household units, would not be eligible for exclusion from the earthquake-prone building process. These facilities provide services to the public and so should not be exempt from the provisions governing earthquake-prone buildings. Otorohanga District Council - AGENDA 15 September 2015 Page 3

6 Seismic risk and Priority buildings The criteria for low, medium, and high seismic risk areas will be defined by the Act. It is proposed that the earthquake-prone building identification and remediation process be based on seismic risk throughout New Zealand. The seismic risk of an area would be defined by its hazard factor (Z factor) as follows: a factor greater than or equal to 0.3 for an area of high seismic risk a factor between 0.15 and 0.3 for an area of medium seismic risk a factor less than 0.15 for an area of low seismic risk. The seismic risk of an area will affect the deadline for identifying, reporting progress on, and remediating earthquake-prone buildings. A notable amendment to the Bill is the introduction of the definition of priority buildings within this legislation. A new section is included to specify that the following buildings in areas of medium or high seismic risk are priority buildings: hospitals and emergency services facilities certain educational facilities regularly occupied by 20 or more people parts of unreinforced masonry buildings that could fall from a building onto busy thoroughfares in an earthquake, such as parapets buildings that a territorial authority has identified as having the potential to impede strategic transport routes after an earthquake. The time frames for identifying and remediating priority buildings would be shorter than those for other earthquake-prone buildings, although this section should not affect Otorohanga District which is likely to be specified as a low seismic risk area. Earthquake-prone Building Register The Chief Executive of the Ministry of Business, Innovation and Employment (the Chief Executive) will be required to establish and maintain a national register of earthquake-prone buildings or parts of buildings. Territorial authorities will be required to identify potentially earthquake-prone buildings or parts of buildings within the relevant time frames. Territorial authorities will use the methodology specified by the Chief Executive to identify a building or part of a building that is potentially earthquakeprone. A territorial authority would also be able to at any time identify a building or part of a building that it has reason to suspect is earthquake-prone. The new Act will require these investigations to be done within five years for areas of high seismic risk, 10 years for areas of medium seismic risk, and 15 years for areas of low seismic risk. It is the recommendation of the Committee that the time frames for identifying priority buildings be halved. Territorial authorities will be required to report to the Chief Executive on their progress on identifying potentially earthquake-prone buildings: annually in districts containing areas of high seismic risk every two years in districts containing areas of medium seismic risk every three years in districts of only low seismic risk. Following the identification process, the territorial authority has to send a written request for an engineers assessment to the owners of building identified as earthquake prone. Once a territorial authority has received an engineering assessment, it must determine whether a building is earthquake-prone and determine the building s earthquake rating. The earthquake rating would also be specified on the notice issued for the building and in the earthquake-prone building register. Otorohanga District Council - AGENDA 15 September 2015 Page 4

7 Territorial authorities will be required to issue all earthquake-prone buildings with an earthquakeprone building notice and to record information about the building in the national earthquakeprone building register. An earthquake-prone building notice will be sent to a building owner who fails to provide an engineering assessment. The notice would state that the building has not been assessed but may be earthquake-prone. This status would also be reflected in the earthquake-prone building register. The earthquake-prone building register is intended for the public to access information about earthquake-prone buildings. The register will include only those buildings determined to be earthquake-prone with the exception of those buildings where the owner fails to provide an engineering assessment. The consequences of having a building listed on a public register and the subsequent impact on value and rental return may prove sufficient incentive for building owners to engage with this process. The Committee has recommended that the provisions of Building (Earthquake-prone Buildings) Amendment Bill commence two years after gaining Royal ascent. The reasons for this delay include allowing sufficient time to develop the methodologies and regulations that this process will require. As well, there is currently no national register of earthquake-prone buildings and that database and procedure for registration need to be in place before the Act can come into force. Another side issue will be the need for Councils to revise or revoke their earthquake-prone building policies. In many cases the matters covered by those policies are now part of the Bill, making the policies redundant. AR Loe ENVIRONMENTAL SERVICES MANAGER Otorohanga District Council - AGENDA 15 September 2015 Page 5

8 Item 243 To: From: HAMILTON & WAIKATO TOURISM END OF YEAR REPORT His Worship the Mayor & Councillors Otorohanga District Council Hamilton & Waikato Tourism Chief Executive Date: 15 September 2015 Relevant Community Outcomes Ensure services and facilities meet the needs of the Community Provide for the unique history and culture of the District Promote the local economy and opportunities for sustainable economic development Foster an involved and engaged Community Recognise the importance of the Districts rural character Executive Summary Hamilton & Waikato Tourism Chief Executive, Ms Kiri Goulter, will attend the meeting to present the Annual Report and District Activities Report for Staff Recommendation It is recommended: That the Hamilton & Waikato Tourism report be received. Report Discussion Attached is Hamilton & Waikato Tourism s Executive Summary. The District Activities Report will be attached under separate cover. Kiri Goulter HAMILTON & WAIKATO TOURISM CHIEF EXECUTIVE Attachments a. HWT Annual Report Executive Summary Otorohanga District Council - AGENDA 15 September 2015 Page 6

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12 Item 244 To: From: APPLICATION FOR TEMPORARY ROAD CLOSURE HAMILTON CAR CLUB KAIMANGO ROAD RALLY SPRINT His Worship the Mayor and Councillors Otorohanga District Council Senior Engineering Assistant Date: 15 November 2015 Relevant Community Outcomes Provide for the unique history and culture of the District Promote the local economy and opportunities for sustainable economic development Foster an involved and engaged Community Recognise the importance of the Districts rural character Executive Summary An application has been received from Hamilton Car Club for the following road closure within the Otorohanga District, to enable the Hamilton Car Club to hold the Kaimango Road Rally Sprint. Staff Recommendation It is recommended that approval be granted for the following road closure: Purpose: Kaimango Road Rally Sprint Date: Saturday, 21 November 2015 Details of Closure: With the following conditions imposed: Kaimango Road Start at 91 Kaimango Road and travels approximately 6.9 Kilometres to 810 Kaimango Road and the intersection of Honikiwi Road Period of Proposed Closure: 8.30am to 5.00pm (or earlier opening) 1. Persons will be allowed through in the event of an emergency. 2. Hamilton Car Club is to pay an application fee of $2, towards administration of the road closure and damage assessment to Otorohanga District Council. 3. Hamilton Car Club is to provide a bond or bank guarantee of $2,000 no later than 10 working days prior to the event. The bond is based on $2,000 per road per day and is applicable to unsealed roads only. 4. Hamilton Car Club is to pay for all advertising costs in appropriate newspapers. Public notice advertisements are to be published in the Waitomo News. 5. Hamilton Car Club is responsible for obtaining public liability insurance (and paying the cost thereof) to a minimum value of $2,000,000. This is required to indemnify Council against any damage to property or persons as a result of rally activities during the road closure period. 6. Hamilton Car Club is to comply with the objection provisions contained in the Transport (Vehicular Traffic Road Closure) Regulations Otorohanga District Council - AGENDA 15 September 2015 Page 10

13 7. Hamilton Car Club is to liaise, and provide evidence of liaison with all operators and businesses that may be affected by the road closures. 8. Hamilton Car Club is to consult with all residents of all properties on the roads intending to be closed and also residents on roads connecting with the roads intending to be closed, including any no exit roads. Two mail drops to residents are also to be carried out. All initial mail drops to residents are to be approved by Council staff before distribution commences. The subsequent mail drop is to be completed no later than ten full days before the proposed closures. 9. Hamilton Car Club is solely responsible for signposting and policing of the roads to be closed, to ensure that only vehicles connected with the event have access to the road closure areas. This includes arranging the delivery, erection and staffing of all road closure barriers and the removal thereof after closures. All gates and entranceways are to be taped and tape is to be removed thereafter. 10. Signs advising of the road closures are to be erected at the start and end of the closed portions of roads and on each intersecting road two weeks prior to the road closure. All signs are to be removed immediately after the closure. A Hamilton Car Club representative is to meet with Council Engineering staff regarding the required signs format, size, location and quantity of signs for approval before they are manufactured and erected. Report Discussion Hamilton Car Club, have applied for this road closure, pursuant to the Tenth Schedule of the Local Government Act They are prepared to comply with the objection provisions contained in the Transport (Vehicular Traffic Road Closure) Regulations Hamilton Car Club, are in the process of obtaining consents from residents of the affected areas, indicating agreement for the road closures. They are also making an initial letter drop and will carry out a reminder mail drop no later than ten full days before the proposed closure. Marion Fleming SENIOR ENGINEERING ASSISTANT Otorohanga District Council - AGENDA 15 September 2015 Page 11

14 Item 245 ODC MATTERS REFERRED FROM 18 AUGUST 2015 To: From: His Worship the Mayor & Councillors Otorohanga District Council Governance Supervisor Date: 15 September 2015 Executive Summary 1. COUNCIL 16 June 2015 i. Upon receipt of further information, Council is to consider whether to make a contribution to the Rural Health Alliance for support to farmers throughout the District. 2. HIS WORSHIP 22 July 2015 i. To contact the local MP regarding connecting ultra fast broadband to the Arohena School. 3. CHIEF EXECUTIVE 18 August 2015 i. To have discussion with Council s Community Facilities Officer on the suggestion to set aside an area for a garden of flowers including suitable signage in support of the Bee Aware month. ii. To set up a public meeting to ascertain whether there is any interest in establishing a Community workshop at 24 Merrin Ave, Otorohanga. 4. ENGINEERING MANAGER 19 May 2015 i. To prepare a report for consideration by members of the Ranginuni Rural Water Supply Committee regarding the future options available for the Scheme and that Committee Members be contacted and a meeting arranged. 5. ENVIRONMENTAL SERVICES MANAGER 18 August 2015 i. To check out whether translators are available locally to assist applicant under the new Food Act CA Tutty GOVERNANCE SUPERVISOR GENERAL Otorohanga District Council - AGENDA 15 September 2015 Page 12