Finance and Infrastructure Committee Meeting Agenda Thursday, 7 October 2021 9.00am Council Chamber, 28-32 Ruataniwha Street, Waipawa |
Finance and Infrastructure Committee Meeting Agenda |
7 October 2021 |
3 Declarations of Conflicts of Interest
6.1 Resolution Monitoring Report
6.2 Finance and Infrastructure Committee Priority Report
6.3 Key Project Status Report - BigWaterStory.
6.4 Key Project Status Report - BigWasteWaterStory
6.5 Summary of Annual Community Halls Meeting
6.6 Elected Members Expenses for July 2021 to August 2021
6.7 Review of Terms of Reference for the Hawkes Bay Drinking Water Governance Joint Committee
7.1 Public Excluded Resolution Monitoring Report
7.3 Acquisition of Land for the provision of a Pound Facility.
1 Karakia
3 Declarations of Conflicts of Interest
RECOMMENDATION THAT the following standing orders are suspended for the duration of the meeting: · 21.2 Time limits on speakers · 21.5 Members may speak only once · 21.6 Limits on number of speakers And that Option C under section 22 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. |
Finance and Infrastructure Committee Meeting - 12 August 2021
That the minutes of the Finance and Infrastructure Committee Meeting held on 12 August 2021 as circulated, be confirmed as true and correct.
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Finance and Infrastructure Committee Meeting Agenda |
7 October 2021 |
MINUTES OF Central HAwkes Bay District Council
Finance and Infrastructure Committee
Meeting
HELD AT THE Council Chamber, 28-32
Ruataniwha Street, Waipawa
ON Thursday, 12 August 2021 AT 9.00am
PRESENT: Mayor Alex Walker
Cr Tim Aitken
Deputy Mayor Kelly Annand
Cr Gerard Minehan
Chairperson Brent Muggeridge
Dr Roger Maaka
Cr Jerry Greer
Cr Kate Taylor
Cr Exham Wichman
Cr Pip Burne (Apology)
IN ATTENDANCE: Joshua Lloyd (Group Manager, Community Infrastructure and Development)
Monique Davidson (Chief Executive)
Doug Tate (Group Manager, Customer and Community Partnerships)
Nicola Bousfield (Group Manager, People and Business Enablement)
Brent Chamberlain (Chief Financial Officer)
Darren de Klerk (Director Projects and Programmes)
Caitlyn Dine (Governance and Support Officer)
1 Apologies
Councillor Burne apology be noted
2 Declarations of Conflicts of Interest
nil
3 Standing Orders
Committee Resolution Moved: Cr Exham Wichman Seconded: Deputy Mayor Kelly Annand 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 Jerry Greer That the minutes of the Finance and Infrastructure Committee Meeting held on 22 April 2021 as circulated, be confirmed as true and correct. Carried |
5 Report Section
6.1 Resolution Monitoring Report |
PURPOSE The purpose of this report is to present to the Committee the Finance and Infrastructure Resolution Monitoring Report. This report seeks to ensure the Committee has visibility over work that is progressing, following resolutions from Council.
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Committee Resolution Moved: Deputy Mayor Kelly Annand Seconded: Cr Exham Wichman That, having considered all matters raised in the report, the report be noted. Carried |
Mrs Davidson presented this report.
6.2 Finance and Infrastructure Committee Monitoring Report |
PURPOSE The purpose of this report is to present to the Finance and Infrastructure Committee an update on key priorities.
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Committee Resolution Moved: Cr Jerry Greer Seconded: Cr Tim Aitken That, having considered all matters raised in the report, the report be noted. Carried |
Mrs Davidson presented this report.
6.3 Key Project Status Report - BigWaterStory |
PURPOSE Following the conception of #thebigwaterstory, Council set about implementing the programme. A programme manager was appointed and focus given to defining the projects that form the programme in greater detail. The purpose of this key project status report serves as an opportunity to formally report to elected members on the progress of each of the projects and their expected delivery against time, scope, budget and quality standards against the larger programme objectives.
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Committee Resolution Moved: Cr Gerard Minehan Seconded: Deputy Mayor Kelly Annand That, having considered all matters raised in the report, the report be noted. Carried |
Mr de Klerk and Mr Kilduff presented this report.
6.4 Key Project Status Report - BigWasteWaterStory |
PURPOSE Following the conception of #thebigwaterstory, Council set about implementing the programme that makes up #thebigwaterstory. A programme manager was appointed and focus given to defining the projects that form the programme in greater detail. The six wastewater plants form a significant programme of works themselves, and we have prudently decided to report on the progress of these six wastewater plants and their subsequent upgrades and re-consenting separately from #thebigwaterstory. The purpose of this key project status report serves as an opportunity to formally report to elected members on the progress of each of the projects and their expected delivery against time, scope, budget and quality standards against the larger programme objectives.
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Committee Resolution Moved: Cr Jerry Greer Seconded: Cr Kate Taylor That, having considered all matters raised in the report, the report be noted. Carried |
Mr de Klerk and Mr Swinburne presented this report.
6.5 Key Project Status Report - 3 Waters Tranche One |
PURPOSE To add a level of oversight on this significant programme for CHBDC, this report aims to inform and keep council and the community updated on the progress of this important externally funded programme of works.
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Committee Resolution Moved: Deputy Mayor Kelly Annand Seconded: Mayor Alex Walker That, having considered all matters raised in the report, the report be noted. Carried |
Mr de Klerk and Mr Swinburne presented this report.
6.6 Waipukurau Second Water Supply/ Waipawa Link - Go/ No Go Report |
PURPOSE The matter for consideration by the Council is to the continued development of the design and procurement for the Waipukurau Second Water Supply.
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Committee Resolution Moved: Mayor Alex Walker Seconded: Deputy Mayor Kelly Annand That having considered all matters raised in the report: a) That council endorse and approve proceeding with Option 2 (Plan C) to continue with components of construction and design. b) That council approves redistributing $1.1m of DIA funding to bringing forward the replacement of the Abbottsford rising main – subject to DIA approval. c) That council supports the reallocation of funding set aside for Abbottsford rising main renewal in Year 2 or 3 of the LTP be redirected back to this project to backfill the removal of DIA funds now. d) That council acknowledge the current project budget forecasting, but no decision to amend project budget is being considered until the project progresses further. Carried |
Mr de Klerk and Mr Kilduff presented this report.
Chair Councillor Muggeridge noted this is no longer a go/no go report.
6.7 Trade Waste Strategy |
PURPOSE The matter for consideration by the Council is to adopt a Trade Waste Strategy that outlines the method of implementing the improvements and operationalising the trade waste bylaw.
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Committee Resolution Moved: Cr Gerard Minehan Seconded: Mayor Alex Walker That having considered all matters raised in the report: a) The Trade Waste Strategy 2021 is adopted and endorsed for implementation to support the recently adopted Trade Waste Bylaw. Carried |
Mr de Klerk and Mr Severinsen presented this report.
Meeting adjourned for morning tea break at 10:38am.
Meeting resumed at 10:59am.
6.8 Infiltration and Inflow (I&I) Strategy |
PURPOSE The matter for consideration by the Council is adoption of the I&I Management Strategy, which includes options for remediation (including funding) of defects contributing to inflow and infiltration to the sewer network from the private side of the boundary.
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RECOMMENDATION for consideration That having considered all matters raised in the report: a) That the Finance and Infrastructure Committee approves the recommendation to adopt the I&I Management Strategy. b) That the
Finance and Infrastructure Committee support and endorse Option 1
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Amendment Moved: Mayor Alex Walker Seconded: Cr Kate Taylor b) That the Finance and Infrastructure Committee support and endorse Option 1. Carried |
Mr de Klerk and Mr Severinsen presented this report.
6.9 Request to bring forward Pourerere Public Toilet Capital Funding |
PURPOSE The matter for consideration by the Committee is to bring forward capital funds in year 2 of the LTP for the replacement of the Pourerere Beach public toilets to support the funding received through the Ministry of Business Innovation and Employments Tourism Infrastructure Fund.
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Committee Resolution Moved: Cr Jerry Greer Seconded: Cr Kate Taylor That having considered all matters raised in the report: a) The capital and renewal funding in year 2 of the 2021 - 2031 Long Term Plan for the Pourerere Beach public toilets be brought forward to the current year (year 1) to support funding from Ministry of Business Innovation and Employments Tourism Infrastructure Fund. Carried |
Mr Tate presented this report.
Councillor Annand noted she wanted to see the strategy around campers and how we accommodate them long term.
6.10 Draft Financial Report and Carry Forwards for the 2020/2021 Financial Year |
PURPOSE The matter for consideration by the Council is to give Councillors an early indication of the draft financial results for 2020/2021, and for Council to approve the proposed allocations to carry forwards, special funds, and between activities for the 2020/2021 Financial Year.
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Committee Resolution Moved: Deputy Mayor Kelly Annand Seconded: Cr Exham Wichman reccommendation for consideration That having considered all matters raised in the report: a) That Council receives the report entitled Draft Financial Report and Carry Forwards for the 2020/2021 Financial Year. b) Council approve the proposed allocations to carry forwards and special funds for the 2020/2021 Financial Year. c) Council approve that the 2020/2021 activity surpluses in the general rate funded activities be used to fund the deficits in the general rate funded activities as proposed. d) Council approves funding the $428k shortfall in drinking water renewal budget via loan funding by reducing the renewal funding by the same amount for the 2021/2022 financial year. Carried |
Mr Chamberlain presented this report.
Mayor Walker asked for the table on page 254 to be updated.
6.11 Quarterly Non-Financial Performance Report April - June 2021 |
PURPOSE The purpose of this report is to present to Council the Quarterly non-financial performance report for the period 1 January – 31 March 2021.
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Committee Resolution Moved: Cr Gerard Minehan Seconded: Cr Jerry Greer That having considered all matters raised in the report: That the Quarterly Non-Financial Performance Report 1 April – 30 June 2021 be received. Carried |
Mr Chamberlain presented this report.
6.12 Review of Land Transport Policies |
PURPOSE The matter for consideration by the Committee is the adoption of revised Land Transport Policies
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Committee Resolution Moved: Cr Gerard Minehan Seconded: Cr Kate Taylor That having considered all matters raised in the report: a) That the Committee adopt the reviewed Land Transport Policies, noting those components of the policy now to be captured as operational policies. Carried |
Mr Lloyd and Mr McKinley presented this report.
Mayor Walker noted on page 331 it should state “new roads”.
Councillor Taylor noted on page 335 asked to take out the words “will be retired”.
6.13 Key Project Status Report - Porangahau to Wimbledon Roads PGF Programme |
PURPOSE To add a level of oversight on this significant programme for CHBDC, this report aims to inform and keep council and the community updated on the progress of this important externally funded programme of works.
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Committee Resolution Moved: Chairperson Brent Muggeridge Seconded: Cr Jerry Greer That, having considered all matters raised in the report, the report be noted. Carried |
Mr de Klerk presented this report.
6.14 Elected Members Expenses for March 2021 to June 2021 |
PURPOSE The purpose of this report is to update the Committee on the Elected Members’ Expenses for the four months covering March 2021 to June 2021.
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Committee Resolution Moved: Cr Kate Taylor Seconded: Cr Exham Wichman 1. That, having considered all matters raised in the report, the Elected Members Expenses for March 2021 to June 2021 report be noted. Carried |
Mr Chamberlain presented this report.
6.15 Mayoral Fund Expenses for July 2020 to June 2021 |
PURPOSE The purpose of this report is to update the Committee on the Mayoral Fund Expenses for year ended 30 June 2021.
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Committee Resolution Moved: Deputy Mayor Kelly Annand Seconded: Cr Jerry Greer 2. That, having considered all matters raised in the report, the Mayoral Fund Expenses for year ended 30 June 2021 report be noted. Carried |
Mr Chamberlain presented this report.
Meeting adjourned for a lunch break at 12:45pm
Meeting resumed in public excluded at 1:25pm
RESOLUTION TO EXCLUDE THE PUBLIC
Committee Resolution Moved: Cr Jerry Greer Seconded: Cr Kate Taylor 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:
Carried |
6 Date of Next Meeting
Committee Resolution Moved: Cr Exham Wichman Seconded: Deputy Mayor Kelly Annand THAT the next meeting of the Central Hawke's Bay District Council Finance and Infrastructure committee be held on 7 October 2021. Carried |
7 Time of Closure
The Meeting closed at 1:50pm.
The minutes of this meeting were confirmed at the Finance and Infrastructure Committee Meeting held on 7 October 2021.
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CHAIRPERSON
Finance and Infrastructure Committee Meeting Agenda |
7 October 2021 |
6.1 Resolution Monitoring Report
File Number: COU1-1410
Author: Monique Davidson, Chief Executive
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Resolution Monitoring Report ⇩
The purpose of this report is to present to the Committee the Finance and Infrastructure Resolution Monitoring Report. This report seeks to ensure the Committee has visibility over work that is progressing, following resolutions from Council.
Recommendation
That, having considered all matters raised in the report, the report be noted.
significance and engagement
This report is provided for information purposes only and has been assessed as not significant.
DISCUSSION
The monitoring report is attached.
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
Next Steps
An updated Resolution Monitoring Report will be presented at the next Committee meeting on 7 October 2021.
RECOMMENDATION That, having considered all matters raised in the report, the report be noted. |
7 October 2021 |
6.2 Finance and Infrastructure Committee Priority Report
File Number: COU1-1410
Author: Monique Davidson, Chief Executive
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. LTSF Report - September ⇩
PURPOSE
The purpose of this report is to present to the Finance and Infrastructure Committee an update on key priorities.
Recommendation That, having considered all matters raised in the report, the report be noted. |
significance and engagement
This report is provided for information purposes only and has been assessed as not significant.
BACKGROUND
Following the 2019 Triennial Local Body Elections, Council took the time to reset Council priorities, and agree on priorities for Committees.
The role of the Finance and Infrastructure Committee is:
· To assist Council to oversee financial and non-financial performance, including the delivery of the Council’s Capital Programme.
· To monitor Council activities and services performance against budget, Annual Plans, the Long Term Plan, Annual Reports and corporate and financial policies.
· The Finance and Infrastructure Committee also receives enforcement and compliance performance activity reporting to ensure financial and non-financial performance oversight of its regulatory functions.
· To provide governance oversight of Council’s operational programmes, services, activities and projects related to infrastructural assets.
· To enable the progress of the Council’s operational activities, projects and services.
The Finance and Infrastructure Committee has delegations to:
· Develop and adopt plans, projects and policies that advance the Council’s vision and goals in relation to its key Financial Strategy and Infrastructure Strategy while complying with the purpose of the Local Government.
· Monitoring the financial and non-financial performance of the organisation with a particular emphasis on the delivery of the capital works programme. Implementation and effectiveness of strategies, plans and policies.
· Specifically monitor and provide oversight of significant projects, including reviewing business cases and agreed on next steps of significant projects.
· The Finance and Infrastructure Committee is responsible for assisting Council in its general overview of procurement and tender activity. The Committee will accept and consider tenders which exceed the Chief Executive’s delegated authority to approve, for projects approved by Council through an Annual Plan or Long Term Plan. The Committee will make a recommendation to Council on the outcome of a tender process for resolution when above delegations.
· The Finance and Infrastructure Committee has delegation to approve or award contracts beyond the Chief Executive’s delegated authority within the parameters of approved AP/LTP Budgets up to $4 million.
· To establish a special committee, working group or community forum as needed.
The monitoring report which provides an update on the key priorities of the committee is below:
DISCUSSION
Key Priority |
Responsible Officer |
Progress Update |
Lead and monitor the Wastewater Treatment Plan projects for across Central Hawke’s Bay.
|
Darren de Klerk |
On Track - A Specific Key Project Status Report is included in this agenda. |
Monitor the implementation of #thebigwaterstory
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Darren de Klerk |
On Track - A Specific Key Project Status Report is included in this agenda. |
Complete and lead the Rates Review
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Brent Chamberlain |
On Track – As part of the adoption of the Long Term Plan it was agreed to undertake a further Rates Review to review the rural/urban split. With the pending QV revaluation and predicted movements impacting urban more than rural, this is awaiting clarification of likely impact. |
Monitor the implementation and progress of Provincial Growth Fund projects.
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Darren de Klerk |
On Track - A Specific Key Project Status Report will be reported on at the next Finance and Infrastructure Committee Meeting
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Review the current Treasury Policy – Investment, Debt and Liability Management policies. |
Brent Chamberlain |
On Track - Bancorp Treasury has been employed to provide a Policy review to the November 2021 Risk and Assurance Meeting.
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Monitor the implementation of the non-rateable income strategic framework. |
Monique Davidson |
On Track - Considerable effort continues to be given to the attraction of non-rateable income. The COVID-19 context has provided considerable opportunity for Council in the acceleration of capital investment to act as an economic stimulus. Council are actively working with the government on seeking external funding to deliver on Council and community priorities. At the time of writing this report, key achievements that align with this framework include funding for Mayors Taskforce for Jobs pilot and beyond, redeployment capital packages, water reform, Tourism Infrastructure Fund and PGF projects. Government have recently announced the opening of the Tourism Infrastructure Fund, and Officers are turning attention to preparing applications for this fund.
Further work will continue over the coming months following the adoption of the Long Term Plan 2021 – 2031, to assess key policies that form part of the non-rateable income strategic framework. |
Develop a Land Transport Strategic Framework and ensure governance input into the three-year business plan before NZTA submission. |
Josh Lloyd |
Completed – See attached update on implementation of the Land Transport Strategic Framework |
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
Next Steps
The Finance and Infrastructure Committee will receive an updated monitoring report in 2022.
RECOMMENDATION That, having considered all matters raised in the report, the report be noted. |
7 October 2021 |
6.3 Key Project Status Report - BigWaterStory
File Number: COU1-1410
Author: Darren de Klerk, 3 Waters Programme Manager
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Key Project Status Report #11 - BigWaterStory ⇩
That, having considered all matters raised in the report, the report be noted.
PURPOSE
Following the conception of #thebigwaterstory, Council set about implementing the programme. A programme manager was appointed and focus given to defining the projects that form the programme in greater detail.
More recently in mid 2020, Council created a project management office (PMO) to oversee and deliver the growing capital programme.
The purpose of this key project status report serves as an opportunity to formally report to elected members on the progress of each of the projects in the relevant programme and their expected delivery against time, scope, budget and quality standards against the larger programme objectives.
significance and engagement
This report is provided for information purposes only and has been assessed as not significant.
BACKGROUND
As part of Project Thrive, the importance of water to our community was one of the loudest messages. This, combined with a vision for growth and prosperity, environmental responsibilities, as well as strong and durable infrastructure, is how #thebigwaterstory began.
To deliver the improvements required, Council has developed a programme of upgrades and improvements to ensure that the drinking water, wastewater and stormwater infrastructure is able to meet the current and future needs of the community.
Following Project Thrive, creation of The Big Water Story brand, and adoption of the LTP in 2018, attention and focus have shifted from discussion and consultation to planning and delivery. Projects must be sequenced and prioritised based on several factors. This holistic approach to managing several interrelated projects to achieve a single promised outcome is referred to as Programme Management.
DISCUSSION
A quarterly report to summarise the activity across #thebigwaterstory – further content within the attached.
Focus is currently on the Waipukurau Second water Supply also known as the Waipawa Link where council is to present a paper recommending progressing the project further, with a final decision (Go/ No Go) planned for early 2022.
The Kairakau Water Upgrade is in tender with construction expected to commence later in 2021.
The Waipawa Firefighting programme Stage 1, 2 and 3 is now underway, with construction commencing in September 2021.
The Waipukurau Firefighting Stage 4 to 6 is currently being designed post upgrades to Stage 1 to 3 in 2019 - 2021 and to factor in the growth experienced in Waipukurau to ensure the Stages are correct.
SH2 Borefield has had new bores and pumps installed in 2020, and focus is turning to a Filtration solution to deal with rabidity concerns experienced at the borefield – due for construction and further commissioning in late 2021.
Significant water main renewals are underway Tikokino Road – Stages 1 to 3, and Nelson/ Reservoir recently completed, Nelson/ Reservoir is seeing a stormwater renewal recently commence and Stages 4 and 5 of the Waipawa Trunk Water main from the treatment plant/ bores to the reservoir is in planning due to start before the end of 2021.
The Long Term Plan 2021 will see more water and stormwater projects form part of this programme of work and be reported on as such.
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
Next Steps
Continue to implement the programme, seek external funding and other opportunities and deliver on community and stakeholder ambitions.
The BigWaterStory is now starting to be normalised as the capital programme and focus may turn to specific projects of interest in future months like the Waipukurau Second water Supply.
RECOMMENDATION That, having considered all matters raised in the report, the report be noted.
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7 October 2021 |
6.4 Key Project Status Report - BigWasteWaterStory
File Number: COU1-1410
Author: Darren de Klerk, 3 Waters Programme Manager
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Key Project Status Report #5 - Bigwastewaterstory ⇩
That, having considered all matters raised in the report, the report be noted.
PURPOSE
Following the conception of #thebigwaterstory, Council set about implementing the programme. A programme manager was appointed and focus given to defining the projects that form the programme in greater detail.
Council have recognised the growing programme, and in mid 2020 a project management office (PMO) was established and is growing as the programme and opportunities grow.
The six wastewater plants form a significant programme of works themselves, and we have prudently decided to report on the progress of these six wastewater plants and their subsequent upgrades and re-consenting separately from #thebigwaterstory.This programme has been named #thebigwastewaterstory.
The purpose of this key project status report serves as an opportunity to formally report to elected members on the progress of each of the projects and their expected delivery against time, scope, budget and quality standards against the larger programme objectives.
significance and engagement
This report is provided for information purposes only and has been assessed as not significant.
BACKGROUND
Following charges in relation to the Waipawa wastewater treatment plant in 2016/ 2017, Council commissioned technical reviews into the Waipawa and Waipukurau wastewater plants, in summary the advice received from two independent experts, outlined the plants with their current treatment system and in their current state would never be able to meet consent compliance, in particular for ammonia. Council commenced work to respond to the court order and investigate a new treatment and discharge scheme in 2018.
The Otane wastewater plant had in 2017, received a new consent to upgrade the treatment system onsite and continue to discharge to the ‘unnamed farm drain’ and eventually to the Papanui stream. In mid-2018, just prior to awarding tenders for this upgrade, Council officers recommended to Council, that the Otane wastewater system be included in the Waipawa and Waipukurau review, and the onsite upgrade be placed on hold. In 2019, it was identified that the best practicable option for Otane was to convey to Waipawa for treatment and ultimately discharge, Otane is now firmly in the planning for the future of these plants. The pipeline is well underway, with the pump station recently being tendered, council is also working with HBRC to amend the consent to acknowledge the work being undertaken at Otane.
The Waipawa plant is currently seeing significant improvements and upgraded treatment infrastructure in the form of a Dissolved Air Flotation (DAF) unit, the oxidation pond is also about to be desludged, and is due to receive wastewater from Otane in early 2022 – subject to a consent being amended and upgrades being completed.
The plants went through a robust community engagement process via a community reference group to identify preferred options to investigate and design for engagement in Long Term Plan 2021. These options were presented at concept design level to the community as formal LTP engagement in early 2021 and adopted in June 2021. While planning is underway for these major long term upgrades, some necessary improvement works continue at all plants.
The Takapau wastewater plant received a 3 year consent extension through to October 2021, to allow Council to investigate different options for discharge. A long term consent was lodged in April 2021, and council is currently working through section 92 requests to allow HBRC to complete consent processing. The wastewater plant has section 124 rights allowing operation to continue on the current consent while the new one is being processed.
The Porangahau and Te Paerahi wastewater plants both have their consents expiring in May 2021. A short term transitional consent was lodged in February 2021, and a longer term 35 year consent is intended to be lodged in August 2021. The wastewater plant(s) have section 124 rights allowing operation to continue on the current consent while the new one is being processed.
This programme of work across the six wastewater plants signals the need for specific reporting across this programme and its progress. In addition the need to implement robust management controls through the formation of a project control group and project governance group.
DISCUSSION
The detail is outlined with the attached key project status report.
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
Next Steps
To continue to progress the short term improvements, and the long term programme as recently adopted in our Long Term Plan 2021.
To progress the work set out in the wastewater strategy and then as committed to in Council’s funding and delivery plan in Tranche One of the 3 Waters reform programme and Long Term Plan 2021.
To continue with prudent and robust programme management, the six wastewater projects now form their own programme, to continue to provide appropriate oversight through a formal project control group, and a project governance group.
RECOMMENDATION That, having considered all matters raised in the report, the report be noted.
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7 October 2021 |
6.5 Summary of Annual Community Halls Meeting
File Number: COU1-1410
Author: Jennifer Leaf, Places & Open Spaces Manager
Authoriser: Doug Tate, Group Manager Customer and Community Partnerships
That, having considered all matters raised in the report, the report be noted.
PURPOSE
The purpose of this report is to present to Council for its receipt the annual reports from each of the district’s rural halls covering the period 1 July 2020 – 30 June 2021.
significance and engagement
This report is provided for information purposes only and has been assessed as not significant.
DISCUSSION
On 14 September, the Annual Meeting was held at the Central Hawke’s Bay Municipal Theatre and via Zoom (online) due to the level 2 restrictions. Most of the halls had held their Annual General Meeting and had submitted their annual reports prior (all but two that were affected by the COVID lockdown).
The hall committees were invited to meet with Councillors and staff, share and discuss their experiences, and an opportunity for Council to pass on any key information that may be of benefit. This year we also used the time to introduce the work planned on the Thriving Places and Spaces programme and workshopped draft principles, challenges and opportunities that were derived from an earlier Council workshop. The feedback was then incorporated and sent to each hall committee and to see if they had any further feedback. The Draft Discussion document will take into account this feedback and be presented to Council at a meeting in October. We acknowledge that feedback from this meeting, was that it could have been run more effectively, and we have listened and considered this feedback for future hall meetings.
Meeting attendance is highly encouraged and reports are required for hall committees to receive their annual grants. Council provides annual grants to the following community facilities: 12 Rural Halls, the Waipukurau Community Rooms, and the Takapau Memorial Sports Park. Nine of the halls are owned by Council and three are owned within the community [Flemington Hall, Omakere Hall, and Ashley Clinton Makaretu (Sherwood) Hall]. Funding of the majority of halls includes insurance, local and regional rates where the hall is not on a reserve, annual line charges, and fees for custodian and/or minor repairs. Flemington Hall (not-owned) receives a small fee for fire compliance and Tikokino Hall (owned) receives a mowing grant.
The total of these grants amount to $68,597.84. The actual cash in hand to each hall for maintenance and cleaning ranges between $1100 and $1600 per year and this amount has not changed for at least four years.
Annually the halls submit a report (typically following their AGM and prior to the Annual Community Halls Meeting. The report typically includes Statement of income, Statement of assets and liabilities, minutes of their AGM and covering report. The covering report communicates with Council any changes to their contact information, bookings and fees for past year and a range of questions that inform Council on their activities, maintenance, plans, and needs of support from Council. This year on their annual report we asked for feedback on the advice and support they received from Council. The result at time of writing this report 10 of 12 halls report being satisfied (6) or very satisfied (4). 1 hall each reported being very dissatisfied and dissatisfied. A total of 83% satisfaction. Follow-ups are planned with all of those wishing to speak to Council on specific matters including the two that identified as being dissatisfied or very dissatisfied.
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
RECOMMENDATION That, having considered all matters raised in the report, the report be noted.
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7 October 2021 |
6.6 Elected Members Expenses for July 2021 to August 2021
File Number: COU1-1410
Author: Brent Chamberlain, Acting Chief Financial Officer
Authoriser: Monique Davidson, Chief Executive
PURPOSE
The purpose of this report is to update the Committee on the Elected Members’ Expenses for the four months covering July 2021 to August 2021.
That, having considered all matters raised in the report, the Elected Members Expenses for July 2021 to August 2021 report be noted.
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significance and engagement
This report is provided for information purposes only and has been assessed as being of some importance.
DISCUSSION
For the sake of transparency the table below shows the elected members’ expenses for the past four months. The expenses included in the totals below are mileage reimbursement, car expenses, Councillor iPad data charges, phone costs, meeting and conference expenses including accommodation and meals. Also included is conference, training and development costs.
In the below table is the Elected Member Expenses for the period July 2021 to August 2021.
|
Mileage Expenses |
Conferences, Meetings & Training |
Phone and Ipads |
Total |
Mayor Alex Walker |
Work Car Supplied |
2,185.18 |
73.27 |
2,258.45 |
Cr Kelly Annand |
342.44 |
2,028.70 |
30.00 |
2,401.14 |
Cr Tim Aitken |
0.00 |
435.45 |
30.00 |
465.45 |
Cr Jerry Geer |
0.00 |
435.45 |
30.00 |
465.45 |
Cr Gerald Minehan |
0.00 |
435.45 |
30.00 |
465.45 |
Cr Brent Muggeridge |
0.00 |
435.45 |
30.00 |
465.45 |
Cr Kate Taylor |
200.90 |
913.22 |
30.00 |
1,144.12 |
Cr Exham Wichman |
0.00 |
939.31 |
30.00 |
969.31 |
Cr Pip Burne |
0.00 |
1,170.23 |
30.00 |
1,200.23 |
Roger Maaka |
0.00 |
435.45 |
30.00 |
465.45 |
Total |
543.34 |
9,413.92 |
343.27 |
10,330.53 |
During this period, as per Schedule 7 of the Local Government Act 2002 and the Local Government Members (2021/22) (Local Authorities) Determination 2022, a vehicle has been provided to the Mayor for restricted private use.
As per the Determination, Restricted Private Use means—
a) the vehicle is usually driven home and securely parked by the mayor or regional chairperson; and
b) the vehicle is otherwise generally available for use by other local authority members or staff on local authority business; and
c) the vehicle is used solely for local authority business; and
d) all travel in the vehicle is recorded via GPS tracker.
Financial and Resourcing Implications
There are no financial or resourcing implications included in this report. These costs are covered within existing budgets.
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
Recommendation That, having considered all matters raised in the report, the Elected Members Expenses for July 2021 to August 2021 report be noted.
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7 October 2021 |
6.7 Review of Terms of Reference for the Hawkes Bay Drinking Water Governance Joint Committee
File Number: COU1-1410
Author: Monique Davidson, Chief Executive
Authoriser: Monique Davidson, Chief Executive
PURPOSE
The purpose of this report is to seek a resolution to disestablish the Hawke’s Bay Water Governance Joint Committee.
RECOMMENDATION for consideration
That having considered all matters raised in the report:
a) That the Committee receives the “Review of Terms of Reference for the Hawke’s Bay Drinking Water Governance Joint Committee” report.
b) That the Committee Recommends to Council that:
a. The Hawke’s Bay Drinking Water Governance Joint Committee be disestablished, having concluded the functions for which it was set up, and that governance oversight of drinking water safety be transferred to the Regional Leaders’ Forum.
b. The Hawke’s Bay Drinking Water Joint Working Group be retained and report directly to the Regional Leaders’ Forum, with a report on its future institutional and administrative support to be prepared for consideration and approval by the Regional Leaders’ Forum.
BACKGROUND
Comprehensive water reform is occurring across New Zealand with regulatory reform through legislation, the formation of Taumata Arowai and service delivery reform of Three Waters. This led to a discussion at the March 2021 meeting of this Drinking Water Committee to revisit the Terms of Reference for the Committee to assess whether or not it is fit for purpose.
The Terms of Reference for the Joint Committee are based on its establishment following the Havelock North drinking water contamination event, with its purpose being to provide governance oversight to the Joint Drinking Water Working Group regarding the implementation of recommendations from the Board of Inquiry and the evolution of the Joint Working Group into a more permanent officials working group.
The Committee has met on ten occasions since it was established in 2017. The programme for the Committee has focused on completing the Board of Inquiry recommendations, the establishment of a communications protocol among agencies for drinking water contamination events, and the development of the source protection provisions for the TANK Plan Change. In addition, the Committee has approved the preparation and content of submissions to several pieces of proposed legislation and the TANK Plan Change.
Progress on Board of Inquiry Recommendations
The Board of Inquiry issued 17 recommendations from the first stage of its Inquiry. These were developed in conjunction with the Water Safety Working Group (the precursor to the Joint Drinking Water Group), which at that stage comprised representatives from Hawke’s Bay Regional Council (HBRC), Hastings District Council (HDC), the District Health Board (DHB) and Drinking Water assessors. These recommendations were centred around the safety and integrity of the Brookfield Road bores and the wider Hastings District Council water supply. The recommendations are either part of ongoing maintenance and monitoring work or were completed within twelve months of being issued.
Part 2 of the Board of Inquiry report looked at the wider management of drinking water and the 40 recommendations from Part 2 focussed on legislative reform (including to the Resource Management Act (RMA) for source protection), the establishment of a national drinking water regulator, and a range of recommendations to and for the Ministry of Health.
Both the HB Drinking Water Joint Governance Committee and the Joint Drinking Water Group (JWG) have contributed to the development of these changes when given the opportunity to do so. Additionally, both groups have used the opportunities available to increase their understanding of the science underpinning drinking water status and supplies throughout Hawke’s Bay.
A White Paper prepared by the JWG at its inception also included a range of actions to be undertaken by the Group to enhance its operations and effectiveness. These included agreement on a communications protocol to be used by the member agencies in the event of a drinking water contamination event (or potential event) and a project to look at digital data sharing. The communications protocol is in place and has been used. The data sharing project has not been completed, due in part to the precedence given to developing the TANK source protection plan provisions and in part to the establishment of Taumata Arowai as the national drinking water regulator and gaining an understanding of its role in data collection and distribution.
Joint Drinking Water Group
The Hawke’s Bay JWG is the group of officials from the agencies involved in the management and/or delivery of safe drinking water. The JWG was set up at the conclusion of Stage 1 of the Havelock North Board of Inquiry process with its core functions being inter-agency collaboration and maintenance of public health through the delivery of drinking water.
The agencies represented on the JWG now include all five councils, the Hawke’ Bay District Health Board through its Public Health Unit and Drinking Water Assessors. Ngāti Kahungunu Iwi Inc. was also represented on the JWG but chose to leave the group following the work on the TANK Plan Change. Iwi/hapū representation is important for any ongoing management/delivery entity and needs to be addressed at the time a decision is made.
The JWG continues to implement the work programme set by the Joint Committee. Up until the Level 4 lockdown, the JWG would meet approximately every two months and since that time has met less regularly, but still meets as the work programme necessitates to exchange information, to progress actions and to prepare for Joint Committee meetings.
DISCUSSION
Since the March 2021 Joint Committee meeting the sub-group (Garth Cowie and Councillors Hinewai Ormsby and Nigel Simpson) met to discuss the way forward for the Joint Committee and to make appropriate amendments to the Terms of Reference if required. Members of the JWG held a separate workshop on this topic.
The sub-group considered the potential for the Committee to provide a feedback mechanism to the new Three Waters Entity and to provide closer oversight of the service delivery aspects of three waters infrastructure for Hawke’s Bay. They also saw the opportunity for the Committee to become a key advisory or advocacy group.
The sub-group considered that the Committee potentially had a more aspirational role to play in governance in this area. However, in the absence of any clear decisions about the construct of the new entities this was not able to be pursued in any detail.
The JWG workshop traversed the future role of the Joint Working Group. The consensus is that there is value in retaining the JWG for several reasons, including:
The Havelock North Board of Inquiry recommended the establishment of collaborative cross-agency groups to ensure improved communications and understanding between those agencies on drinking water matters. The JWG arose during the Board of Inquiry.
The JWG has strong input from a public health perspective, which does not appear to be prevalent in the development of the new infrastructure entities. This will provide additional support in this important area. Given the level of reform there will be the need to develop new policies and by-laws, and potentially codes of practice, and the JWG would be a suitable vehicle for working through these collaboratively.
The future of the Drinking Water Governance Joint Committee was also raised with the region’s CEs. They have reflected back the views of the HB Leaders Forum that the oversight of the broader Three Waters Reform in Hawke’s Bay should continue to occur at the leaders’ (Mayors and HBRC Chair) level. They have signalled that the Regional Leaders believe that the Committee has achieved what it was established to do – to oversee the work of the JWG in implementing the Board of Inquiry recommendations and the evolution of the JWG into a more permanent Working Group – and that the Joint Committee should be wound up.
The ongoing oversight of the Working Group’s work programme will be undertaken directly by the Regional Leaders, in conjunction with the work being undertaken in the Three Waters space, led by Toni Goodlass. The kaupapa of the Regional Leaders around infrastructure planning and operational delivery will require the Working Group to continue to ensure that public health issues are also considered within the wider work programme.
Strategic Fit
The governance and management of drinking water safety aligns with the five councils’ strategic priorities for the 2019-22 triennium; water safety, security and planning.
It is not proposed to reduce either governance or management for water safety, security and planning, but for the governance to occur through a different vehicle, being the Regional Leaders’ Forum.
Delegations or authority
The Joint Water Governance Group representative is formally appointed by Council, so naturally Council should also endorse the decision to disestablish the Committee. This paper is coming to the Finance and Infrastructure Committee so they can provide a recommendation to Council.
sIGNIFICANCE AND ENGAGEMENT
In accordance with the Council's Significance and Engagement Policy, this matter has been assessed and a decision on whether or not to amend the Terms of Reference for the Committee, or to revisit the ongoing operation of the Committee is not significant under the criteria contained in the Central Hawkes Bay District Council’s adopted Significance and Engagement Policy, and therefore the Joint Committee can exercise its discretion and make decisions on the issue without conferring directly with the community or persons likely to have an interest in this decision.
OPTIONS Analysis
Two options have been identified for the Committee’s consideration:
Option One – to advise the member agencies that the Hawke’s Bay Drinking Water Governance Joint Committee is to be disestablished, with its governance role to be undertaken by the Regional Leaders Forum
Status Quo – the Committee continues to function for the remainder of the triennium with a focus solely on drinking water safety and with its current Terms of Reference.
Option One is the desire of the Regional Leaders Forum. It will mean that not only the financial aspects of Three Waters Reform are overseen by the Regional Leaders, but also the advocacy and communications aspects of the transition. It will allow for the Working Group to be realigned to ensure that all three waters activities, and all relevant parties, are represented on the Working Group.
Option Two will be less efficient and effective in that the work on the drinking water recommendations from the Havelock North Board of Inquiry has largely been achieved. This option is likely to ensure the maintenance of transparency with the community as to maintaining a strong regional dialogue and progress on drinking water improvement initiatives.
The costs of both the Joint Committee and Working Group lie where they fall, i.e. with each member agency paying for the costs of their own representation, and joint costs (for independent Chair, independent consultant, and any agreed consultancy work) being divided among them.
Should the decision be made to disestablish the Committee and continue with the JWG a separate item will be prepared for the Regional Leaders Forum on the institutional and administrative support required for the ongoing operation of the Working Group, including the incorporation of the public health and tangata whenua inputs.
RECOMMENDATION That having considered all matters raised in the report: a) That the Committee receives the “Review of Terms of Reference for the Hawke’s Bay Drinking Water Governance Joint Committee” report. b) That the Committee Recommends to Council that: a. The Hawke’s Bay Drinking Water Governance Joint Committee be disestablished, having concluded the functions for which it was set up, and that governance oversight of drinking water safety be transferred to the Regional Leaders’ Forum. b. The Hawke’s Bay Drinking Water Joint Working Group be retained and report directly to the Regional Leaders’ Forum, with a report on its future institutional and administrative support to be prepared for consideration and approval by the Regional Leaders’ Forum.
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7 October 2021 |
RESOLUTION TO EXCLUDE THE PUBLIC
Recommendation THAT the next meeting of the Central Hawke's Bay District Council Finance and Infrastructure Committee be held in 2022. |