PUBLIC MINUTES OF Central Hawkes Bay
District
Council Meeting
HELD AT THE Council
Chamber, 28-32 Ruataniwha Street, Waipawa
ON THURSDAY, 5 APRIL 2018 AT 9.00 am
PRESENT: 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
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)
Lisa Harrison (Organisation Transformation Lead)
Leigh Collecutt (Governance and Support Officer)
Ross Munro (Land Transport Services Officer)
Gina McGrath (Customer Experience Lead)
1 Prayer
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Resolved: 18.39 Moved: Cr Ian Sharp Seconded: Cr David Tennent That the apology received from Her Worship the Mayor be accepted and leave of absence granted. |
3 Declarations of Conflicts of Interest
NIL
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Resolved: 18.40 Moved: Cr Ian Sharp Seconded: Cr David Tennent 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 |
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Resolved: 18.41 Moved: Cr Ian Sharp Seconded: Cr David Tennent THAT 21.4 Option C under section 21 General procedures for speaking and moving motions be used for the meeting. |
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Resolved: 18.42 Moved: Cr Kelly Annand Seconded: Cr Shelley Burne-Field That the minutes of the Ordinary Council Meeting held on 22 February 2018 as circulated, be confirmed as true and correct. |
· Cr Chote joined the meeting at 9.01am.
6 Local Government Act Compliance – Planning, Decision Making and Accountability
Council is required to make decisions in accordance with the requirements of Part 6 Subpart 1 of the Local Government Act 2002.
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Resolved: 18.43 Moved: Cr Ian Sharp Seconded: Cr David Tennent THAT Council has read the reports associated with items 6A, 7.1, 8.1M 8.2, 8.3, 9.1, 9.2, 9.3, 9.4, 9.5, 9.6, 9.7, 9.8, 9.9 and 10.1 and considers in its discretion under Section 79(1)(a) that sufficient consultation has taken place in addition to the Councillors knowledge of the items to meet the requirements of Section 82(3) in such a manner that it is appropriate for decisions to be made during the course of this meeting. |
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Resolved: 18.44 Moved: Cr Gerard Minehan Seconded: Cr Shelley Burne-Field That the Mayor’s report dated 5th April 2018 be noted. |
· Deputy Mayor read the report.
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PURPOSE The purpose of this report is for the Chief Executive to update Council on key priorities and their progress where a report has not already addressed it. This report does not seek any decisions, but to keep Council informed. |
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That, having considered all matters raised in the report, the report be noted.
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· CEO spoke to the report.
· Cr Tennent advised due to being on leave in the coming month he will no longer be able to be the Council Representative on the Facilities Management Contract discussion and has asked that Cr Muggeridge (who was formally an observer in this process) is now the Council Represenatative with voting rights.
· Cr Tennent would like it noted that he would like to thank all of the staff involved in the LTP consultation phase. He was very impressed with the way the staff portrayed themselves to the ratepayers/citizens.
· Cr Annand asked how the elected members could help in regards to the growth fund. CEO advised this item will be brought back to Council for discussion and input from elected members.
· Cr Minehan requested that a meeting be set up with the retailers in regards to the trees in the main street. CEO advised she would look into this.
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8.1 Minutes of the Finance and Planning Committee Meeting held on 22 March 2018 |
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Resolved: 18.45 Moved: Cr David Tennent Seconded: Cr Tim Chote 1. That the minutes of the meeting of the Finance and Planning Committee held on 22 March 2018 be received. |
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8.1.1 Hawke's Bay Drinking Water Joint Governance Committee Terms of Reference |
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Resolved: 18.46 Moved: Cr Shelley Burne-Field Seconded: Cr Kelly Annand
1. That the updated Terms of Reference for the Hawke’s Bay Drinking Water Governance Joint Committee be adopted. |
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8.2 Minutes of the Risk and Audit Committee Meeting held on 22 March 2018 |
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Resolved: 18.47 Moved: Cr Tim Aitken Seconded: Cr Gerard Minehan 1. That the minutes of the meeting of the Risk and Audit Committee held on 22 March 2018 be received. |
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8.3 Minutes of the Environment and Regulatory Committee Meeting held on 22 March 2018 |
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Resolved: 18.48 Moved: Cr Brent Muggeridge Seconded: Cr David Tennent 1. That the minutes of the meeting of the Environment and Regulatory Committee held on 22 March 2018 be received. |
· Cr Tennent noted that Her Worship the Mayor was not present at this meeting. Minor amendment to the minutes required.
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PURPOSE The purpose of this report is to seek authorisation from Council for the Chief Executive to delegate the role of Secretary of the District Licensing Committee under the Sale and Supply of Alcohol Act 2012. |
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Resolved: 18.49 Moved: Cr Shelley Burne-Field Seconded: Cr David Tennent That Council under section 198 of the Sale and Supply of Alcohol Act 2012 authorises the Chief Executive to delegate the role of Secretary of the District Licensing Committee under section 196 of this Act to the Customer Experience Lead. |
· Customer Experience Lead spoke to the report.
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PURPOSE The purpose of this report is to have Council adopt the Animal Control fees to apply from 1 July 2018. |
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Resolved: 18.50 Moved: Cr Kelly Annand Seconded: Cr Tim Chote A) That the report of the Customer Experience Lead titled “Animal Control Fees” dated 22/03/2018 be received. B) That the Animal Control fees for the financial year dated 2018/19, as set out in Attachment A of this report, are approved. |
· Customer Experience Lead spoke to the report.
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9.3 Amendment to schedule of Livestock Movements and Animals in Public Places Bylaw 2008 |
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PURPOSE The purpose of this report is to seek approval from Council to make changes to Schedule 3 (“Conditions for the Temporary Grazing of Livestock On or Adjacent to a Road Berm”) of the Livestock Movements and Animals in Public Places in Bylaw 2018. |
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Resolved: 18.51 Moved: Cr David Tennent Seconded: Cr Gerard Minehan That the proposed amendment to Schedule 3 (“Conditions for the Temporary Grazing of Livestock On or Adjacent to a Road Berm”) of the Livestock Movements and Animals in Public Places in Bylaw 2018 is approved. |
· Land Transport Services Officer spoke to the report.
· Cr Tennent would like to see warratahs being removed from use. The Land Transport Services Officer advised that this is the case and any future use would not be allowed as an alternative product can be used which is much safer.
· Cr Tennent would like to see the word fettered replaced with confined. The Land Transport Services Officer to update the wording.
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9.4 HAWKES BAY LOCAL AUTHORITY SHARED SERVICES - PROPOSED CHANGE IN STRUCTURE |
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PURPOSE The matter for consideration by the Council is to make a decision on a proposal to make the Hawke’s Bay Local Authority Shared Services Limited (HBLAS) dormant in order to focus attention and resources on further collaboration and reduce compliance costs for all the councils. |
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Resolved: 18.52 Moved: Cr Ian Sharp Seconded: Cr David Tennent
That the Council: a) Agree HBLASS, as a legal entity will be dormant in the short term; with the ability for the legal entity able to be reactivated in the future. b) Note that the dormant status of HBLASS is effective on receipt of agreement by all members of the Board. c) Note that the decision on the dormant status of HBLASS will be determined by the majority of councils. d) Note that each Council will continue its participation in a Collaborative approach that has proven effective in a pilot: Hawke’s Bay Councils delivering Service and Value. e) That the Councils approve the exemption of HBLASS from the Council Controlled Organisation requirements (Local Government Act Section 7(3)) f) Note that each Council will actively support shared and common goal setting, decision-making, resourcing including financial contribution, staff and communication. |
· CEO spoke to the report.
· Cr Tennent is very happy with this report and the recommendations.
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PURPOSE The purpose of this report is to: 1. Update Council on the electoral system to be used for the next Central Hawke’s Bay local body elections 2. Update Council on the timeline and process for the upcoming representation review |
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Resolved: 18.53 Moved: Cr Tim Aitken Seconded: Cr Gerard Minehan
That, having considered all matters raised in the report, the report be noted. |
· Governance and Support Officer spoke to the report.
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9.6 2018 LOCAL GOVERNMENT NEW ZEALAND ANNUAL GENERAL MEETING, CONFERENCE REMIT PROCESS |
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PURPOSE The purpose of this report is to advise on the process for submitting proposed remits for consideration at the Local Government New Zealand (LGNZ) Annual General Meeting (AGM) |
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Resolved: 18.54 Moved: Cr Shelley Burne-Field Seconded: Cr Tim Aitken That the 2018 Local Government New Zealand Annual General Meeting conference remit process be noted. |
· CEO spoke to the report.
· Cr Annand asked if there was any direction from staff on what we may like to consider for a remit. CEO advised that it is up to the elected members on what they deemed to be of importance.
· Cr Burne-Field would like to explore funding for social housing and/or rates rebates as a possible remit. CEO to advise Cr Burne-Field on the process.
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PURPOSE The purpose of this report is to update Council on the Community Wellbeing Strategy and the development of the associated four Action Plans for implementation. |
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Resolved: 18.55 Moved: Cr Kelly Annand Seconded: Cr Gerard Minehan That, council endorses the four Action Plans associated with the Community Wellbeing Strategy for implementation.
That the Chief Executive is delegated authority to make minor layout and wording changes to the four Community Wellbeing Strategy Action Plans. |
· Group Manager of Customer and Community Partnership spoke to the report and requested an additional recommendation be tabled.
· Cr Annand would like to thank staff for their hard work in developing the Community Wellbeing Strategy.
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9.8 Appointment of Council Representative - CHB District Community Trust |
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PURPOSE The purpose of this report is for Council to determine its process for the appointment of the Council representative on the CHB District Community Trust. |
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Resolved: 18.56 Moved: Cr David Tennent Seconded: Cr Shelley Burne-Field
That this report be received.
That Council approves the process and appoints Her Worship the Mayor and Councillor Annand to lead the process and report back to Council with a recommendation. |
· CEO spoke to the report.
· Cr Annand expressed an interest in being the council appointee.
· Cr Tennent would like to see the Council Representatives formally present to Council.
· Cr Aitken would like a formal policy adopted on all appointments for council representation going forward. CEO advised than an appointments policy will be developed.
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PURPOSE The purpose of this report is to seek approval from Council on the adoption of the Terms of Reference for the project that will seek a fit for purpose solution for the Waipawa and Waipukurau waste water treatment plants, and to look wider at CHBDCs waste water networks and treatment processes. |
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Resolved: 18.57 Moved: Cr Kelly Annand Seconded: Cr David Tennent That, having considered all matters raised in the report Council resolves:
That the Terms of Reference for the Waipawa and Waipukurau Waste Water Project be approved.
That Council supports the establishment of a Wastewater Project Reference Group to work with management in seeking a solution.
That the Chair of the Environment and Regulatory committee and Chair of Finance and Planning committee sit on the Wastewater Project Reference Group
That progress reporting on this project is reported back to the Environment and Regulatory Committee on a regular basis.
That Council note no decision on a solution or funding of that solution will be done first without formal consultation with the community and decision by Council. |
· Group Manager, Community Infrastructure and Development spoke to the report.
· Cr Aitken would like to look at all waste water plants.
· CEO explained why the report was focused on Waipukurau and Waipawa.
· Cr Burne-Field woud like to see the Project Thrive objectives at the forefront of all of our decision making.
RESOLUTION TO EXCLUDE THE PUBLIC
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Resolved: 18.58 Moved: Cr David Tennent Seconded: Cr Shelley Burne-Field 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:
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Resolved: 18.59 Moved: Cr David Tennent Seconded: Cr Shelley Burne-Field That Council moves out of Closed Council into Open Council. |
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Resolved: 18.60 Moved: Cr Kelly Annand Seconded: Cr Tim Aitken That the next meeting of the Central Hawke's Bay District Council be held on 17 May 2018.
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The Meeting closed at 10.22am.
The minutes of this meeting were confirmed at the Council Meeting held on 26 April 2018.
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CHAIRPERSON