Finance and Planning Committee Meeting Minutes                                                     15 August 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, 15 August 2019 AT at the conclusion of public forum which commences at 9am

 

PRESENT:              Mayor Alex Walker

Cr Ian Sharp (Deputy Mayor)

Cr Tim Aitken

Cr Kelly Annand

Cr Tim Chote

Cr Gerard Minehan

Cr Brent Muggeridge

Cr David Tennent

Dr Roger Maaka

 

IN ATTENDANCE: Monique Davidson (CEO)

                                 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)

Darren de Klerk (3 Waters Programme Manager)

Helen O’Shaughnessy (District Plan Manager)

 

1            Apologies

None  - Cr Burne-Field leave of absence granted as per 20th June Council meeting

 

2            Declarations of Conflicts of Interest

None

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:  Cr Tim Aitken

That the minutes of the Finance and Planning Committee Meeting held on 28 March 2019 as circulated, be confirmed as true and correct.

Carried

 

 

5            Report Section

5.1         Resolution to apply for funding to Eastern and Central Community Trust

PURPOSE

The matter for consideration is a resolution to apply to the Eastern and Central Community Trust Community Assets and Facilities Fund for Ngā Ara Tipuna –Waipukurau Pā site interpretation project.

 

Committee Resolution  

Moved:       Cr Kelly Annand

Seconded:  Mayor Alex Walker

That having considered all matters raised in the report:

That the Finance and Planning Committee recommend to Council to resolve to apply for funding of $250,000 to the Eastern and Central Community Trust Community Assets and Facilities Fund for Ngā Ara Tipuna –Waipukurau Pā site interpretation.

 

Carried

Cr Tennent sought clarification on the meaning of Waipukurau Pa site interpretation. Officers explained that this was considered to be both physical and digital interpretation of pre-colonial pā sites including whare korero and pou as well as digital storytelling on websites.

 

Cr Annand spoke to the motion to thank staff for the work that had been done on this project.

 

Cr Muggeridge sought clarification about whether putting this funding application in would be likely to be detrimental to future potential funding applications. Officers confirmed that it wouldn’t have an impact on future applications.

 

5.2         Remuneration Authority Determination - Childcare Allowance

PURPOSE

The purpose of this report is for Council to consider its position on the optional Childcare Allowance as gazetted in the 2019 Remuneration Authority decision.

 

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Kelly Annand

That having considered all matters raised in the report:

a)         That Council receives the information contained in the report.

b)         That Council agrees to approve payment of a Childcare allowance as per the 2019-2020 determination

c)         That Council note that if approved, the necessary provisions will be included in the Elected Members Remuneration, Allowances and Reimbursements Policy for Council adoption following the 2019 triennial election.

 

In Favour:       Crs Alex Walker, Ian Sharp, Tim Aitken, Kelly Annand and David Tennent

Against:           Crs Tim Chote, Gerard Minehan and Brent Muggeridge

carried 5/3

Carried

 

Cr Aitken highlighted the concern that at $6000 per annum per child, that a member with multiple children would incur high costs.

Officers confirmed that the committee could decide to cap the amounts per member and include in future policy.

 

Cr Tennent considered that although it was a positive step forward to encourage people to stand for Council, that it was not in the budget.  He then sought clarification on the financial impact it would have in 2020.  Mrs Davidson determined that it would be included in future budgets as part of the draft annual plan 2020/21

 

Cr Sharp sought clarification on whether by the current Council accepting the policy, that it would create a cost that couldn’t not be avoided by the new Council.

Officers confirmed that the newly elected Council did not have to adopt the new policy if they did not wish to.

 

Cr Tennent asked why a committee in this term was voting on a future council matter.

Mrs Davidson confirmed that an example had been taken from other councils and that it could provide some certainly to incoming candidates about whether the childcare allowance would be available or not.

 

Mayor Walker spoke to the motion that the allowance was important to local government given that  females and all people under 40 are underrepresented and that cost of childcare is a barrier.   She spoke in support of the policy because it was important to be clear to the community and new councils that the table supports mixed representation.

 

 

 

Cr Chote spoke against the motion asking what allowances there are for other groups of people.

He raised that the new Council should make the decision and that the policy needs to cover a wider group.

 

Cr Aitken agreed with both Mayor Walker and Cr Chote.

He would be in favour of capping the amount per elected member.

 

Cr Minehan spoke against the motion because the determination was light on details and he was concerned about the precedent it could set.

 

Cr Sharp stated that there were barriers for a number of people to stand for Council but that this would be a simple way of dealing with some of the issues around low remuneration for the work of Councillors.

 

Mayor Walker highlighted that while there was a perception around fairness of the allowance for groups such as business owners, that there is a particular barrier for people who struggle to be representative at this level due to issues with childcare.

She raised that the remuneration authority had considered this at a national level and determined that there was a need. 

 

 

 

5.3         Finance and Planning Committee Work Programme Report

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 Tim Chote

Seconded:  Cr Gerard Minehan

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

 

 Carried

 

 

5.4         KEY PROJECT STATUS REPORT #5 - BIG WATER STORY

PURPOSE

The purpose of the report is to provide information to Council on the progress and status of #thebigwaterstory programme.

 

Committee Resolution  

Moved:       Cr Brent Muggeridge

Seconded:  Cr Kelly Annand

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

 

Carried

 

Mayor Walker sought clarification about the Takapau treatment upgrade and the issue with the colouration in the water and whether that had changed anything in the project.

Officers confirmed that it has not changed the timeframe of the project but that the issue did highlight there was a need for contingency and a plan is in place for a flushing programme.

 

Cr Muggeridge asked about the Otane Wastewater line going through White Road and whether contractors would seal holes where the alternate water supply runs or leave them open.

Mr de Klerk confirmed that separate trenches would be run.

 

Cr Minehan asked about progress on the  Waipukurau 2nd supply and whether we had located other areas to drill in.  Officers confirmed that 5 locations had been shortlisted based on a set of criteria and that they were continuing to work through options.

 

 

 

5.5         Key Project Status Report - District Plan Review

PURPOSE

The purpose of this report is to provide Council with an update of the District Plan Review.

 

Committee Resolution  

Moved:       Cr David Tennent

Seconded:  Cr Tim Aitken

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

Carried

 

Cr Tennent asked that Mrs O’Shaughnessy give an explanation of what the implications of the national planning standards would be for the district plan.

It was confirmed that the intention is for plans throughout the country to be consistent in structure but that it did not have an impact on the provisions in the district plan.  It is possible that there may be a need to change some definitions and the layout.

 

Cr Sharp asked whether the national planning standards would have an effect on budget.

Officers confirmed that the Ministry for the Environment  would be undertaking this work at their own cost so had no impact on council budgets.  Cr Sharp commended Mrs O’Shaughnessy on her relationship with the ministry.

 

Cr Annand asked whether subcommittee members could provide some insight about the intention for hearings.  Cr Sharp suggested that the subcommittee be maintained for those hearings as they have a good understanding of the content of the plan.

 

Cr Minehan asked whether all Councillors would get a full set of submissions to the draft district plan.  It was confirmed that they would.

 

 

5.6         Central Hawke's Bay District Council Resident Opinion Survey 2019 Report

PURPOSE

The purpose of this report is for the Finance and Planning Committee to formally receive the Central Hawke’s Bay District Council 2019 Residents Opinions Survey 2019 Report.

 

Committee Resolution  

Moved:       Cr Brent Muggeridge

Seconded:  Mayor Alex Walker

That, the Central Hawke’s Bay District Council 2019 Residents Opinions Survey 2019 Report, be noted.

Carried

 

Cr Tennent highlighted the dramatic improvement from 3 years ago.

 

Mayor Walker raised that Central Hawke’s Bay’s governance did not have much media attention hence why some of those scores may be low.

Mayor Walker also raised that this data should help the council to set its future long term plan measures.

 

 

 

 

 

5.7         Quarterly Activity Reporting  - April to June 2019

PURPOSE

The purpose of this report is to provide Council with a summary of the organisation’s quarterly activity reporting for the period April to June 2019.

 

Committee Resolution  

Moved:       Cr David Tennent

Seconded:  Cr Tim Aitken

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

 

Carried

 

Members reflected that some of the measures in the activity reports were not meaningful and that the measures for the next Long Term Plan would be better informed.

Cr Sharp reflected on the council’s presence in social services being better than ever before and this not being reflected.

Discussion around the number of new dwelling this calendar year.

Cr Aitken raised concerns about the Waipawa Transfer Station and that people could not get trailers around the recyclables piled up there.  It was confirmed that an improvement plan was in place to address the matter.

 

 

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  

Moved:       Cr Kelly Annand

Seconded:  Cr Brent Muggeridge

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 - Leachate to Landfill Irrigation Budget

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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

 

 

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Tim Aitken

That Council moves out of Closed Council into Open Council.

Carried

 

Cr Sharp closed by highlighting the number of achievements of the committee.  He congratulated the committee for these achievements and its relationships with other committees.  He also congratulated staff on the quality of reports.

 

6            Date of Next Meeting

Recommendation

THAT the next meeting of the Central Hawke's Bay District Council be held on 16 August 2019.

 

 

7            Time of Closure

 

The Meeting closed at 10.57amby cr chote

ect to be delivered and refund the reserve over the next 10 years.new life.

fter 12a review longeg term starte

 

The minutes of this meeting were confirmed at the Council Meeting held on 29 August 2019.

 

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

CHAIRPERSON