Finance and Planning Committee Meeting Minutes                                                      28 March 2019

   MINUTES OF Central HAwkes Bay District Council
Finance and Planning Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 28 March 2019 AT the conclusion of the public forum which commences at 9.00am

 

PRESENT:              Cr Ian Sharp (Deputy Mayor)

                                 Mayor Alex Walker

Cr Tim Aitken

Cr Kelly Annand

Cr Tim Chote

Cr Gerard Minehan

Cr Brent Muggeridge

Cr David Tennent

Cr Roger Maaka

IN ATTENDANCE: Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Monique Davidson (CEO)

Bronda Smith (Group Manager, Corporate Support and Services)

Doug Tate (Group Manager, Customer and Community Partnerships)

Nicola Bousfield (People and Capability Manager)

Lisa Harrison (Organisation Transformation Lead)

Leigh Collecutt (Governance and Support Officer)

1            Apologies

Committee resolution

Moved: Cr Kelly Annand

Seconded: Cr Brent Muggeridge

That Cr Shelley-Burne-Field is tabled as an apology for the meeting.

 

Carried

 

2            Declarations of Conflicts of Interest

 

3            Standing Orders

Committee Resolution  

Moved:       Cr David Tennent

Seconded:  Mayor Alex Walker

THAT the following standing orders are suspended for the duration of the meeting:

·      20.2 Time limits on speakers

·      20.5 Members may speak only once

·      20.6 Limits on number of speakers

And that Option C under section 21 General procedures for speaking and moving motions be used for the meeting.

Standing orders are recommended to be suspended to enable members to engage in discussion in a free and frank manner

Carried

 

4            Confirmation of Minutes

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Mayor Alex Walker

That the minutes of the Finance and Planning Committee Meeting held on 14 February 2019 as circulated, be confirmed as true and correct.

 

Carried

 

 

5            Report Section

5.1         Finance and Planning Committee - Work Programme Update

PURPOSE

The purpose of this report is to provide an update to the Finance and Planning Committee on the key priorities as identified in the Terms of Reference and work programme for the committee.

 

Committee Resolution  

Moved:       Cr Kelly Annand

Seconded:  Cr Tim Aitken

That, having considered all matters raised in the report, the report be noted.

 Carried

 

 

5.2         Adoption of the Rating Review Scope and Timing

PURPOSE

The matter for consideration by the Council is the adoption of the Rating Review Scope and Timeline

 

Committee Resolution  

Moved:       Cr Tim Chote

Seconded:  Cr Kelly Annand

That having considered all matters raised in the report:

a)            That the Rating Review Scope and timing be adopted.

 

Carried

 

·         Mayor Walker sought clarification on how the review aligned with the Council’s forward budget planning considering ongoing obligations around the cost of wastewater.  Officers confirmed that once funding options have been determined, that this would inform a potential amendment to the Long Term Plan through the Annual Plan process for the 2020/2021 financial year.

·         Cr Annand sought advice around when officers would consult with the community on the review.  Officers spoke about the pecuniary interest a number of parties would have in the review which meant it was necessary to seek independent advice.

·         Cr Aitken sought clarification about the impact that the external funding strategy might have on the rates review.  Officers clarified that the Non Rateable Funding Framework would need to be considered as part of the rates review, given that it would have an impact on revenue.

·         Mayor Walker asked about future opportunities for reports regarding the review to come to Council to allow public debate to take place.

·         Cr Tennent raised concern about work involved in doing a review well, given other ambitious projects the Council is currently undertaking.

·         Cr Minehan agreed that going ahead with the review would demonstrate the Council’s commitment to creating revenue for vital infrastructure.

 

 

 

5.3         Draft Dust Suppression Policy

PURPOSE

The matter for consideration by the Council is the adoption of the draft Dust Suppression Policy.

 

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr David Tennent

That having considered all matters raised in the report:

a)         The Finance and Planning Committee adopt the Draft Dust Suppression Policy as amended.

 

Amendment

Moved:       Mayor Alex Walker

Seconded:  Cr David Tennent

That a change is made to the funding section of the guidelines to say:

Council will consider its own contribution to funding in light of funds available, the criteria above being met and where external funding is available.

 

Carried

 

 

·         Mayor Walker sought an amendment to the recommendation to ensure that there was clarity in the guidelines around the point at which Council would consider funding and that this amended wording was included as an additional part of the Dust Suppression Policy.

·         Cr Sharp asked that there was clear guidance for the community about the policy’s intentions by adding a note at the beginning of the policy document.

 

 

 

5.4         Land Transport Programme Update

PURPOSE

The purpose of this report is to provide the Finance and Planning Committee with an update on the Land Transport Capital and Maintenance programmes.

 

Recommendation

That, having considered all matters raised in the report, the report be noted.

 

·         Cr Minehan sought clarification about what work was being done in the Land Transport space around schools.  Officers confirmed that they were working with schools on safety plans specific to their respective areas to ensure that their needs are met.

·         Cr Annand requested that road policing staff were included in these discussions.

·         Cr Annand also sought that Council was provided with information about the regional transport programme to be able to keep the community informed.  Mayor Walker confirmed  her position as the Council’s representative on the regional transport working group and agreed to circulate information to Councillors on a regular basis.

 

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  

Moved:       Cr Tim Aitken

Seconded:  Cr Kelly Annand

That the public be excluded from the following parts of the proceedings of this meeting.

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 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

6.1 - Public Excluded  Minutes of the District Plan Subcommittee

s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest

s48(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

 

 

Carried

 

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr David Tennent

That Council moves out of Closed Council into Open Council.

Carried

 

 

6            Date of Next Meeting

Committee Resolution  

Moved:       Cr Tim Aitken

Seconded:  Cr Kelly Annand

THAT the next meeting of the Finance and Planning Committee be held on 15 August 2019.

Carried

 

7            Time of Closure

 

The Meeting closed at 10.20am

 

The minutes of this meeting were confirmed at the Finance and Planning Committee Meeting held on 15 August 2019.

 

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

CHAIRPERSON