I hereby give notice that a Meeting of Council will be held on:

Date:	Thursday, 9 May 2019
Time:	9.00am
Location:	CHB Municipal Theatre 18 Kenilworth Street Waipawa

AGENDA

Council Meeting

9 May 2019

Our vision for Central Hawke’s Bay is a proud and prosperous district made up of strong communities and connected people who respect and protect our environment and celebrate our beautiful part of New Zealand.

Monique Davidson

Chief Executive

Council Meeting Agenda                                                                                                     9 May 2019

Order Of Business

1 Prayer. 3

2 Apologies. 3

3 Declarations of Conflicts of Interest 3

4 Standing Orders. 3

5 Confirmation of Minutes. 3

6 Reports from Committees. 14

Nil

7 Report Section. 15

7.1 Submissions on the Annual Plan 2019-2020. 15

7.2 Notice of Motion - Implementation of Dust Supression Policy. 569

8 Chief Executive Report 571

Nil

9 Public Excluded Business. 571

Nil

10 Date of Next Meeting. 571

11 Time of Closure. 571

1            Prayer

“We dedicate ourselves to the service of the District of

Central Hawke’s Bay/Tamatea and its people.

We ask for God’s help

to listen to all

to serve all

and to lead wisely.

Amen.”

2            Apologies

3            Declarations of Conflicts of Interest

4            Standing Orders

RECOMMENDATION

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.

5            Confirmation of Minutes

Ordinary Council Meeting - 10 April 2019

Council Meeting Agenda                                                                                                     9 May 2019

MINUTES OF Central Hawkes Bay District Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Wednesday, 10 April 2019 AT 9.00am

PRESENT:              Mayor Alex Walker

Cr Ian Sharp (Deputy Mayor)

Cr Shelley Burne-Field

Cr Kelly Annand

Cr Tim Aitken

Cr Tim Chote

Cr Gerard Minehan

Cr Brent Muggeridge

Cr David Tennent

Dr Roger Maaka (Maori Consultative Representative)

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

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            Prayer

2            Apologies

RESOLVED:

Moved: Mayor Alex Walker

Seconded: Cr Ian Sharp

THAT a Leave of absence be granted to Cr Tim Chote for 6 weeks from 29^th April.

CARRIED

3            Declarations of Conflicts of Interest

None

4            Standing Orders

Resolved:  19.4

Moved:       Cr David Tennent

Seconded:  Cr Ian Sharp

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

5            Confirmation of Minutes

Resolved:  19.5

Moved:       Cr Gerard Minehan

Seconded:  Cr Tim Chote

That the minutes of the Ordinary Council Meeting held on 28 February 2019 as circulated, be confirmed as true and correct.

Carried

6            Reports from Committees

6.1         Minutes of the Finance and Planning Committee Meeting held on 28 March 2019

Resolved:  19.6

Moved:       Cr Tim Aitken

Seconded:  Cr David Tennent

1. That the minutes of the meeting of the Finance and Planning Committee held on 28 March 2019 be received.

Carried

6.1.2      Adoption of the Rating Review Scope and Timing

Resolved:  19.7

Moved:       Cr Ian Sharp

Seconded:  Cr Kelly Annand

That having considered all matters raised in the report:

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

Carried

6.1.3      Draft Dust Suppression Policy

Resolved:  19.8

Moved:       Cr Ian Sharp

Seconded:  Cr Brent Muggeridge

That having considered all matters raised in the report:

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

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

6.2         Minutes of the Risk and Audit Committee Meeting held on 28 March 2019

Recommendation

1.       That the minutes of the meeting of the Risk and Audit Committee held on 28 March 2019 be received.

Resolved:  19.9

Moved:       Cr Tim Aitken

Seconded:  Cr Brent Muggeridge

1. That the minutes of the meeting of the Risk and Audit Committee held on 28 March 2019 be received.

Carried

6.2.1      Adoption of the Governance Risk Register and Risk Reporting

RECOMMENDATION

That having considered all matters raised in the report:

a)         The Governance Risk Register and Risk Reporting be adopted.

6.3         Minutes of the Environment and Regulatory Committee Meeting held on 28 March 2019

Resolved:  19.10

Moved:       Cr Shelley Burne-Field

Seconded:  Cr Gerard Minehan

1. That the minutes of the meeting of the Environment and Regulatory Committee held on 28 March 2019 be received.

Carried

6.4         Minutes of the Community Development Committee Meeting held on 28 March 2019

Resolved:  19.11

Moved:       Cr Ian Sharp

Seconded:  Cr Gerard Minehan

1. That the minutes of the meeting of the Community Development Committee held on 28 March 2019 be received.

Carried

6.4.2      Adoption of Housing Strategic Framework

Resolved:  19.12

Moved:       Cr Tim Aitken

Seconded:  Cr Kelly Annand

That having considered all matters raised in the report:

a)   That the Housing Strategic Framework is adopted.

Carried

7            Report Section

7.1         Adoption of Non-Rateable Income Funding Strategic Framework

PURPOSE

The purpose of this report is for Council to consider the adoption of the Non-rateable Income Funding Framework

Resolved:  19.13

Moved:       Cr Shelley Burne-Field

Seconded:  Cr Ian Sharp

That having considered all matters raised in the report:

a)         That Council adopt the Non-rateable Income Funding Strategic Framework.

b)         That progress towards achieving the outcomes of the Non-rateable Income Funding Strategic Framework be reported to the Finance and Planning Committee as part of the regular work programme updates.

Carried

7.2         Adoption of Animal Control Fees and Charges 2019/20

PURPOSE

The matter for consideration by the Council is the adoption of the Animal Services Fees and Charges for the 2019/20 year.

Resolved:  19.14

Moved:       Cr David Tennent

Seconded:  Cr Gerard Minehan

That having considered all matters raised in the report:

a)   That Council adopt the Animal Services Fees and Charges as set out in Attachment A for the 2019/20 year.

Carried

Cr Tennent asked about Health and Safety compliance identified through the Section 17a review and whether it was envisaged that staff involved will extend their areas of activity in animal welfare.

Staff confirmed that this is taking place currently, but additional resources will increase staff capacity to allow further opportunities in this space.

7.3         Adoption of the Delegations Register

PURPOSE

The matter for consideration by the Council is adoption of the Delegations Register.

Resolved:  19.15

Moved:       Cr Ian Sharp

Seconded:  Cr Tim Chote

That having considered all matters raised in the report:

That Council adopt the Delegations Register dated 10 April 2019.

Carried

Cr Burne-Field sought clarification about self-authorisation limits for expenditure and what the Council’s audit requirements were.

It was confirmed that internal controls were in place and that self-authorisations would be monitored regularly.

7.4         Section 17a Programme

PURPOSE

The purpose of this report is to provide Council with an update on the progress and programme of the Local Government Act (2002) Section 17A reviews

Recommendation

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

Cr Annand sought clarification about why the organisation doesn’t undertake Section 17a reviews in 2021 in conjunction with the Long Term Plan.  It was confirmed that this would have an adverse impact on the planning schedule for the reviews and having the ability to resource them adequately.

Cr Annand outlined concerns that the review timing for community facilities may not align well with other activities being undertaken in that area and asked whether it could be brought forward.  Officers highlighted that there was currently no funding allocated to do this, but suggested that a report could come to Council in future seeking the funding to initiate the review sooner.

7.5         Use of the Common Seal

PURPOSE

The purpose of this report is to update Council on the recent use of the Common Seal.

Resolved:  19.16

Moved:       Cr Gerard Minehan

Seconded:  Cr Ian Sharp

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

Carried

8            Chief Executive Report

8.1         Chief Executive Report

PURPOSE

The purpose of this report is to present to Council, the six weekly organisation report for February/March.

Resolved:  19.17

Moved:       Mayor Alex Walker

Seconded:  Cr Ian Sharp

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

Carried

Cr Sharp and Cr Minehan commended officers on the amount of work having been undertaken as outlined in the monitoring report.

Cr Muggeridge sought clarification about whether the Council was underwriting the shortfall for the Waipawa Pool until funds were raised.  Mayor Walker confirmed that this was something that Council had resolved during the Long Term Plan deliberations process.

Cr Burne-Field congratulated officers on the nominations for the upcoming SOLGM awards.

RESOLUTION TO EXCLUDE THE PUBLIC

Resolved:  19.18

Moved:       Cr David Tennent

Seconded:  Cr Gerard Minehan

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
9.1 - District Plan - Adoption of Natural Environment Chapter	s7(2)(c)(i) - 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 to prejudice the supply of similar information, or information from the same source, and it is in the public interest that such information should continue to be supplied 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
9.2 - Procurement Plan - Otane Alternate Water Supply	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	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

Resolved:  19.19

Moved:       Cr Gerard Minehan

Seconded:  Cr Tim Aitken

That Council moves out of Closed Council into Open Council.

Carried

9            Date of Next Meeting

Resolved:  19.20

Moved:       Cr Kelly Annand

Seconded:  Cr David Tennent

THAT the next meeting of the Central Hawke's Bay District Council be held on 9 May 2019.

Carried

10          Time of Closure

The Meeting closed at 10.07am

The minutes of this meeting were confirmed at the Council Meeting held on 9 May 2019.

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

CHAIRPERSON

Council Meeting Agenda                                                                                                     9 May 2019

6            Reports from Committees

Nil

Council Meeting Agenda                                                                                                     9 May 2019

7            Report Section

7.1         Submissions on the Annual Plan 2019-2020

File Number:           COU1-1400

Author:                    Monique Davidson, Chief Executive

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       Attachment 1 - Annual Plan Submissions Part 1 ⇩

2.       Attachment 1 - Annual Plan Submissions Part 2 ⇩

3.       Attachment 1 - Annual Plan Submissions Part 3 ⇩

4.       Attachment 1 - Annual Plan Submissions Part 4 ⇩

5.       Attachment 2 - Annual Plan Late Submissions ⇩

6.       Attachment 3 - Annual Plan Further Late Submissions ⇩

PURPOSE

The purpose of this report is to present to Council submissions received on the Annual Plan 2019-2020 for their consideration.

Recommendation

a)   That the submissions on the Annual Plan Parts 1 to 4 be received and

b)   That Council resolves to accept late submissions and further late submissions for consideration

significance and engagement

This report is provided for information purposes only and has been assessed as being of high importance.

DISCUSSION

Council is required to consult on the Annual Plan under Section 95 of the Local Government Act 2002.

Formal Consultation on the Annual Plan commenced 18 March with submissions closing on 12 April 2019.

During the course of the consultation period, Have Your Say events were held around the district to seek feedback on the proposals set out in the consultation document. 

In addition to these events, the Annual Plan consultation was promoted through various channels including:

·    The council website

·    Facebook

·    Central Hawke’s Bay Mail newspaper

·    Central FM radio station

·    By providing submissions forms and consultation information by letter to ratepayers

In total 134 submissions have been received, with a number of those submitters wishing to present their comments to Council at the hearing.

Next Steps

Following the hearing of submissions, Council will meet to deliberate in order to make decisions based on the feedback received from the community.  The deliberations meeting will take place on Thursday 23^rd May at the CHB Municipal Theatre, 18 Kenilworth St, Waipawa.

Appendices

Attachment 1 is a copy of submissions received prior to the close of the submissions period, 12^th April 2019.

Attachment 2 is a copy of late submissions received.

Attachment 3 is a copy of further late submissions which were received which officers have not had sufficient time to process.

Council Meeting Agenda                                                                                                       9 May 2019

Council Meeting Agenda                                                                                                       9 May 2019

Council Meeting Agenda                                                                                                       9 May 2019

Council Meeting Agenda                                                                                                                      9 May 2019

Council Meeting Agenda                                                                                                     9 May 2019

7.2         Notice of Motion - Implementation of Dust Supression Policy

File Number:           000

Author:                    Monique Davidson, Chief Executive

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       Notice of Motion - Implementation of Dust Supression Policy ⇩

PURPOSE

In accordance with Standing Order 26, the Chief Executive has received a Notice of Motion from Councillor Burne-Field, seconded by Councillor Minehan, with the request that the Notice of Motion be placed on the agenda for the 9 May 2019 Council meeting.

The purpose of report is to provide Councillor Burne-Field and Councillor Minehan an opportunity to speak to the Notice of Motion and for Council to consider appropriate courses of action.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a)         That Council requests that the Chief Executive prepare a report to be considered as part of Annual Plan deliberations on the 23 May 2019 on the funding and finance options to prioritise the implementation of the Dust Suppression Policy;

b)         And further that the report include options and recommendations on allocation from the Rural Reserve Fund, reprioritisation of existing transport investment, and options for investment via the general rate.

Council Meeting Agenda                                                                                                       9 May 2019

Council Meeting Agenda                                                                                                     9 May 2019

8            Chief Executive Report

Nil

9            Public Excluded Business  

Nil

10          Date of Next Meeting

Recommendation

THAT the next meeting of the Central Hawke's Bay District Council be held on 23 May 2019.

11          Time of Closure