Kaunihera | Council - Matamata-Piako District Council
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Kaunihera | Council
Mēneti Wātea | Open Minutes
Minutes of a meeting of Matamata-Piako District Council held in the Council Chambers, 35
Kenrick Street, TE AROHA on Wednesday 5 May 2021 at 9.00am.
Ngā Mema | Membership
Koromatua | Mayor
Ash Tanner, JP (Chair)
Koromatua Tautoko | Deputy Mayor
Neil Goodger
Kaunihera ā-Rohe | District Councillors
Donna Arnold
Caitlin Casey
Teena Cornes
Bruce Dewhurst
James Sainsbury
Russell Smith
Kevin Tappin
James Thomas
Sue Whiting
Adrienne Wilcock
Kaunihera | Council
5 May 2021
Ngā whakapāha | Apologies
Kaimahi i reira | Staff Present
Name Title Item No.
Don McLeod Chief Executive Officer
Stephanie Hutchins Committee Secretary and Corporate
Administration Officer
Ellie Mackintosh Legal Advisor 7.3
Dennis Bellamy Group Manager Community 7.4
Development
Niall Baker Corporate Strategy Team Leader C1
Jenni Cochrane Communications Manager 7.1
Rachael Singh Events and Promotions Co-ordinator 7.1
Ally van Kuijk District Planner 7.1
I reira | In Attendance
Time In Time Out
Chloe Blommerde – Stuff Reporter, Waikato Times 9.00am 10.01am
Shirley Gillard – Te Aroha Citizens Advice Bureau 9.00am 9.15am
Representative
Sheila Dobson – Te Aroha Citizens Advice Bureau 9.00am 9.15am
Representative
Russell Alexander – Chief Executive Officer, Hobbiton 9.00am 9.35am
Movie Set
Lily Craig – Marketing Manager, Hobbiton Movie Set 9.00am 9.35am
Bevan Goldsmith 9.05am 10.01am
Minutes Page 2
Kaunihera | Council
5 May 2021
1 Take i puta mai | Public Forum
Shirley Gillard & Sheila Dobson in attendance at 9.00am to discuss works undertaken by
Citizens Advice Bureau Te Aroha.
2 Whakatūwheratanga o te hui | Meeting Opening
Mayor Ash Tanner welcomed members, attending staff and public to the meeting and
declared it open at 9.13am.
3 Ngā whakapāha/Tono whakawātea | Apologies/Leave of Absence
There were no apologies.
4 Pānui i Ngā Take Ohorere Anō | Notification of Urgent Additional Business
Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as
amended) states:
“An item that is not on the agenda for a meeting may be dealt with at that meeting if-
(a) The local authority by resolution so decides; and
(b) The presiding member explains at the meeting, at a time when it is open to the
public,-
(i) The reason why the item is not on the agenda; and
(ii) The reason why the discussion of the item cannot be delayed until a
subsequent meeting.”
Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as
amended) states:
“Where an item is not on the agenda for a meeting,-
(a) That item may be discussed at that meeting if-
(i) That item is a minor matter relating to the general business of the local
authority; and
(ii) the presiding member explains at the beginning of the meeting, at a time
when it is open to the public, that the item will be discussed at the meeting;
but
(iii) no resolution, decision or recommendation may be made in respect of that
item except to refer that item to a subsequent meeting of the local authority
for further discussion.”
5 Whākī pānga | Declaration of interest
There were no declarations of interest.
6 Whakaaetanga mēneti | Confirmation of minutes
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
Minutes Page 3
Kaunihera | Council
5 May 2021
That the minutes of the Ordinary Meeting of Matamata-Piako District Council held on
Wednesday, 14 April 2021, be confirmed as a true and correct record of the meeting.
Moved by: Cr C Casey
Seconded by: Cr R Smith
KUA MANA | CARRIED
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That the minutes of the Extraordinary Meeting of Matamata-Piako District Council held on
Wednesday, 28 April 2021, be confirmed as a true and correct record of the meeting
subject to an amendment of “Deputy Mayor N Goodger abstained from the vote” be made
to item C1.
Moved by: Cr R Smith
Seconded by: Cr C Casey
KUA MANA | CARRIED
7 Pūrongo me whakatau | Decision Reports
7.1 Hobbiton Tours Presentation 5
7.2 Enviroschools Six Month Report 1 July - 31 December 2020 6
7.3 Documents Executed Under Council Seal 8
7.4 Dog Registration Fees 2021/22 9
7.5 Mayoral Diary for April 2021 14
8 Take Matatapu | Public Excluded
C1 Audit and Risk Committee Chairperson 14
Minutes Page 4
Kaunihera | Council
5 May 2021
7 Pūrongo me whakatau | Decision Reports
Hobbiton Tours Presentation
CM No.: 2428534
Rāpopotonga Matua | Executive Summary
Representatives of Hobbiton Tours in attendance to present on a proposed significant event within
the Matamata-Piako District.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That:
1. The information be received.
Moved by: Cr A Wilcock
Seconded by: Cr K Tappin
KUA MANA | CARRIED
Ngā Tāpiritanga | Attachments
There are no attachments for this report.
Ngā waitohu | Signatories
Author(s) Tamara Kingi
Committee Secretary and Corporate
Administration Officer
Approved by Sandra Harris
Corporate Strategy Team Leader
Don McLeod
Chief Executive Officer
Councillor Dewhurst exited the meeting at 09:27. Councillor Dewhurst returned to the meeting at
09:30 .
Hobbiton Tours Presentation Page 5
Kaunihera | Council
5 May 2021
Enviroschools Six Month Report 1 July - 31 December
2020
CM No.: 2394205
Rāpopotonga Matua | Executive Summary
Pursuant to a Memorandum of Understanding between Enviroshools and Matamata-Piako District
Council, Enviroschools is to provide a written six-month report to Council. Accordingly, the report
for the period 1 July 2020 – 31 December 2020 is attached to the agenda.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That:
1. The information be received.
Moved by: Cr D Arnold
Seconded by: Cr C Casey
KUA MANA | CARRIED
Horopaki | Background
Enviroschools is an environmental action based programme to empower young people to design
and lead sustainability projects in their schools, neighbourhoods and country.
Enviroschools have been awarded a funding grant from the Long Term Plan 2018-28. There is a
reporting requirement as part of the Memorandum of Understanding between Enviroschools and
Matamata-Piako District Council. Enviroschools must provide a written report every six months.
Ngā take ā-ture, ā-Kaupapahere hoki | Legal and policy considerations
As part of the Long Term Plan 2018-28 funding grant, Enviroschools is required to present to
Council.
Te Tākoha ki ngā Hua mō te Hapori me to here ki te whakakitenga o te Kaunihera |
Contribution to Community Outcomes and consistency with Council Vision
Theme:
We support environmentally friendly practices and technologies.
We engage with our regional and national partners to ensure positive environmental
outcome for our community.
Community Outcome: Environmental Sustainability
Pānga ki te pūtea, me to puna pūtea | Financial Cost and Funding Source
As part of the Long Term Plan 2018-28, Enviroschools was awarded a grant which funds this
work.
Page 6 Enviroschools Six Month Report 1 July - 31 December 2020Kaunihera | Council
5 May 2021
Ngā Tāpiritanga | Attachments
A. Enviroschools six month report for the period July - December 2020
Ngā waitohu | Signatories
Author(s) Tamara Kingi
Committee Secretary and Corporate
Administration Officer
Approved by Sandra Harris
Corporate Strategy Team Leader
Don McLeod
Chief Executive Officer
Enviroschools Six Month Report 1 July - 31 December 2020 Page 7Kaunihera | Council
5 May 2021
Documents Executed Under Council Seal
CM No.: 2430638
Rāpopotonga Matua | Executive Summary
The schedule of documents for January to March 2021 executed under Council Seal is attached to
the agenda.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That:
1. The report of the ‘Documents Executed Under Council Seal’ be deferred to the
Corporate and Operations Committee meeting on 26 May 2021.
Moved by: Cr T Cornes
Seconded by: Cr D Arnold
KUA MANA | CARRIED
Horopaki | Background
This document contains a list of all the Council documents that have the official Council Seal
applied to them from January to March 2021. There is one document from December 2020 that
was initially missed in the adoption of the October to December council seal documents.
This is used mainly for legal or planning processes, it allows Council to keep track of what
documents use the official Council seal for auditing purposes, Council is legally required to view
and adopted documents executed under council seal.
Ngā Tāpiritanga | Attachments
There are no attachments for this report.
Ngā waitohu | Signatories
Author(s) Ellie Mackintosh
Legal Advisor
Approved by Don McLeod
Chief Executive Officer
Page 8 Documents Executed Under Council SealKaunihera | Council
5 May 2021
Dog Registration Fees 2021/22
CM No.: 2426214
Rāpopotonga Matua | Executive Summary
The Matamata-Piako District Council Dog Control Policy requires the dog registration fees to be
set each year. It also requires that the fees reflect the actual cost associated with the control of
dogs within the District and be set in accordance with Council’s financial policy.
The fees for the 2021/22 registration year now need to be set to allow advertising and any
programme modifications to be completed prior to notices being issued in June.
This report recommends that there be no change in the base registration fee for 2021/22 and that
the rebates remain at the same level as set in 2020/21.
Dog Registration Fees 2021/22 Page 9Kaunihera | Council
5 May 2021
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That:
1. The dog registration fee for the 2021/22 registration year be $118 and that:
2. A rebate of $15 per dog be given if the owner has obtained a ‘Responsible Owners
Licence’.
3. A rebate of $30.00 be given for:
A de-sexed dog, or
A working dog as defined in the Dog Control Act, or
A breeding dog owner currently registered with Dogs New Zealand,
and that this rebate only be claimed for one of these categories.
4. A bonus of $35.00 per dog be given where:
There are no complaints or infringements registered against any dog held by
the owner in the 2020/21 or current registration years.
No dog held by the owner was impounded in the 2020/21 or current registration
years.
5. A penalty fee of 50% of the fee that would have been payable had the dog been
registered on the first day of the registration year be charged for payments received
after 31 July 20201.
6. The dog impounding fees be: (in the same registration year)
1st impounding $50.00
2nd impounding $80.00
3rd and subsequent impoundings $125.00
Daily sustenance $12.50
7. The stock call out fees be:
During office hours $125.00
After-hours (per call out inclusive of mileage) $175.00
Impounding fee (per head) $50.00
Dailey sustenance (per head) $6.00
Plus all associated costs (i.e. transport, advertising)
8. All the above fees are inclusive of 15% Goods and Services Tax.
Moved by: Cr J Thomas
Seconded by: Cr R Smith
KUA MANA | CARRIED
Page 10 Dog Registration Fees 2021/22Kaunihera | Council
5 May 2021
Horopaki | Background
The rebate system that this Council uses was recommended to Council a number of years ago by
a working group set up by Council. The working group included dog owners, federated farmers
representatives, councillors and staff.
The system uses rebates to reward responsible dog owners and those that have little or no
contact with an Animal Control Officer. These rebates are not available to owners whose dogs
have been the subject of verified complaints or whose dogs have been impounded.
The fee was increased in the 2019/20 year by $2.00 to make a base registration fee of $118.00
(GST Inc) which was then subject to rebates and bonuses for the following categories:
$15.00 if the dog owner has obtained a ‘Responsible Owner Licence’.
$30.00 if the dog has been de-sexed, classified as a working dog or is registered with Dogs
New Zealand as a breeding dog.
$35.00 if the owner has not had any justified complaints about his/her dogs or none of
his/her dogs have been impounded during the previous or current registration year and all
registration fees in the current registration year were paid by the due date.
This resulted in a registration fee of $38.00 for those owners that could claim all the rebates.
Ngā Take/Kōrerorero | Issues/Discussion
Council’s Dog Control Policy and Financial Strategy
Section 3.8.1 of the Dog Control Policy requires the fees to be determined in relation to the
estimated budget for the dog control operation, excluding other animal control issues.
Council’s Financial Strategy states that 80% of the dog control costs should be meet by ‘user
pays’. The operating costs for animal control, exclusive of GST, have been proposed for the
2021/22 Draft Annual Plan which is still subject to public consultation. The cost, inclusive of
overheads and depreciation is $445,575. Approximately 10% of this budget would be required for
the control of other animals such as stock and various bylaw inspections leaving approximately
$401,020 as the budget requirement for the dog control operation.
The 2021/22 budgeted income for registration is $290,000 and impounding and infringement fees
$26,000 giving a budgeted income of $316,000 which equates to 79% of the fees being returned
through ‘user pays’.
The 2020/21 forecasts are indicating an expected return of around $302,000 ($280,000
registrations) against a reduced operating cost of $362,000 (after 10%) which is likely to equate to
approximately 83% from ‘user pays’ for the 2020/21 financial year.
Mōrearea | Risk
The risk is that with a forecast return from registrations for the 2020/21 year of $280,000 and dog
numbers remaining static for the 2021/22 year, the budget of $290,000 may not be achieved.
Ngā Whiringa | Options
1. To retain the registration fee and all other costs at the same level as the 2020/21
financial year (This fee last changed in 2019/20) – The 2021/22 Annual Plan
budget meets the financial strategy’s requirement of user pays meeting 80% of the
Dog Registration Fees 2021/22 Page 11Kaunihera | Council
5 May 2021
costs and while that budgeted income may not be achieved, the 2020/21 forecasts
indicate that the actual income vs operating costs will likely be 80% user pays.
2. To increase the registration fee by $2.00 (GST incl) – The expected return from
registrations for the 2020/21 is $280,000, if dog numbers remain static then the
budgeted income for 2021/22 of $290,000 may not be achieved. An increase of
$2.00 is likely to increase the income from registration by $9,500 (GST ex) and
result in a fee of $40.00 (5% increase) for those owners that are eligible for all the
rebates.
The 2021/22 annual plan budget meets the financial strategy of 80% of the operating costs being
met by user pays, however the 2020/21 forecast for income indicates that the budgeted income of
$290,000 may not be achieved. However it is recommended that option 1, no change in fees, be
adopted as any shortfall in income may be able to be offset by reducing operating costs to achieve
the requirements of the financial strategy
Ngā take ā-ture, ā-Kaupapahere hoki | Legal and policy considerations
Section 37 of the Dog Control Act 1996 gives Council the power to set dog control fees within its
District. The requirements under this section are:
A resolution of Council.
Council having regard to the relative costs of the registration and control of dogs.
The new fees being notified in a newspaper circulating within the District during June 2021.
The current Dog Control Policy and Bylaw was reviewed in 2016/17 in conjunction with that Draft
Annual Plan.
The policy states:
Dog registration fees are to be set annually to reflect actual costs and Council’s Financial
Strategy.
Fines and infringement fees for dog control offences will be credited to the dog control
account.
A ‘Responsible Owner Licence’ scheme will be implemented to reward and encourage
responsible dog ownership.
Owners are automatically eligible for reduced dog registration fees if:
- they have not been the subject of justified complaints,
- their dog has not been impounded, and
- registration fees have been paid by the due date.
Dog registration fees paid by owners of dangerous dogs will be 50% above the normal
rate.
Ngā Pāpāhonga me ngā Wātaka | Communications and timeframes
The adopted fees are required to be advertised in a newspaper circulating within the District
during June 2021.
Page 12 Dog Registration Fees 2021/22Kaunihera | Council
5 May 2021
Ngā take ā-Ihinga | Consent issues
There are no consent issues for this decision.
Pānga ki te pūtea, me te puna pūtea | Financial Cost and Funding Source
The income and expenditure is included in the 2021/22 Draft Annual Plan.
Ngā Tāpiritanga | Attachments
There are no attachments for this report.
Ngā waitohu | Signatories
Author(s) Dennis Bellamy
Group Manager Community Development
Approved by Dennis Bellamy
Group Manager Community Development
Dog Registration Fees 2021/22 Page 13Kaunihera | Council
5 May 2021
Mayoral Diary for April 2021
CM No.: 2426075
Rāpopotonga Matua | Executive Summary
The Mayoral Diary for the period 1 April – 27 April 2021 is attached to the agenda.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That:
1. The information be received.
Moved by: Cr T Cornes
Seconded by: Cr J Sainsbury
KUA MANA | CARRIED
Ngā Tāpiritanga | Attachments
A. Mayoral Diary for April 2021
Ngā waitohu | Signatories
Author(s) Tamara Kingi
Committee Secretary and Corporate
Administration Officer
Approved by Sandra Harris
Corporate Strategy Team Leader
Don McLeod
Chief Executive Officer
Councillor Dewhurst exited the meeting at 09:53 .Councillor Dewhurst returned to the meeting at
09:55 .
Page 14 Mayoral Diary for April 2021Kaunihera | Council
5 May 2021
8 Take Matatapu | Public Excluded
C1 Appointment - Audit & Risk Committee Chairperson
10.01am The public were excluded.
Resolutions in relation to the confidential items are recorded in the confidential section of these
minutes and are not public available.
9 Mōtini hei aukati i te iwi whānui | Procedural motion to exclude the public
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That the public be excluded from the following part(s) of the proceedings of this meeting.
The general subject of each matter to be considered while the public is excluded, the
reason for passing this resolution in relation to each matter, and the specific grounds
under section 48(1) of the Local Government Official Information and Meetings Act 1987
for the passing of this resolution follows.
This resolution is made in reliance on section 48(1)(a) of the Local Government Official
Information and Meetings Act 1987 and the particular interest or interests protected by
section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or
relevant part of the proceedings of the meeting in public, as follows:
C1 Appointment - Audit & Risk Committee Chairperson
Reason for passing this resolution Particular interest(s) protected Ground(s) under section 48(1) for
in relation to each matter (where applicable) the passing of this resolution
The public conduct of the part of s7(2)(a) - The withholding of the s48(1)(a)
the meeting would be likely to information is necessary to
The public conduct of the part of
result in the disclosure of protect the privacy of natural
the meeting would be likely to
information for which good reason persons, including that of a
result in the disclosure of
for withholding exists under deceased person.
information for which good reason
section 7.
. for withholding exists under
section 7.
s7(2)(i) - The withholding of the
information is necessary to
enable the local authority to carry
on, without prejudice or
disadvantage, negotiations
(including commercial and
industrial negotiations).
.
The text of these resolutions is made available to the public who are present at the
meeting and form part of the minutes of the meeting.
Moved by: Cr A Wilcock
Seconded by: Cr J Sainsbury
KUA MANA | CARRIED
Mayoral Diary for April 2021 Page 15Kaunihera | Council
5 May 2021
Councillor Casey exited the meeting at 10:03. Councillor Casey returned to the meeting at 10:09 .
10 Public Included
10.08am The public were included
Moved by: Cr K Tappin
Seconded by: Cr T Cornes
KUA MANA | CARRIED
10.08am The Chairperson thanked Members for their
attendance and attention to business and declared the
meeting closed.
Page 16 Mayoral Diary for April 2021Kaunihera | Council
5 May 2021
CONFIRMED AS A TRUE AND CORRECT RECORD
OF THE MEETING OF KAUNIHERA | COUNCIL
HELD ON 5 MAY 2021.
KO TE RĀ | DATE: ......................................................
TIAMANA | CHAIRPERSON: ......................................
Mayor Ash Tanner, JP
Mayoral Diary for April 2021 Page 17You can also read
