Agenda of Council Meeting - 28 February 2019

Council Meeting Agenda 28 February 2019

MINUTES OF Central Hawkes Bay District Council
Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 13 December 2018 AT 9.30 am

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

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

Dr Roger Maaka

3 Declarations of Conflicts of Interest

Cr Ian Sharp declared a conflict of interest in relation to item 8.1, due to a pecuniary interest as a business owner in the area affected by the priority area identified.

Cr Tim Chote declared a conflict of interest in relation to item 8.1, due to a pecuniary interest as a business owner in the area affected by the priority area identified.

4 Standing Orders

Resolved: 18.95

Moved: Cr Ian Sharp

Seconded: Cr Kelly Annand

THAT

1. 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

2. 21.4 Option C under section 21 General procedures for speaking and moving motions be used for the meeting.

Carried

5 Confirmation of Minutes

Resolved: 18.96

Moved: Cr David Tennent

Seconded: Cr Gerard Minehan

That the minutes of the Ordinary Council Meeting held on 31 October 2018 as circulated, be confirmed as true and correct.

Carried

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.

Resolved: 18.97

Moved: Cr Tim Chote

Seconded: Cr Kelly Annand

THAT Council has read the reports associated with items 6.1 to 10.2 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.

Carried

7 Reports from Committees

7.1 Minutes of the Finance and Planning Committee Meeting held on 29 November 2018

Resolved: 18.98

Moved: Cr Ian Sharp

Seconded: Cr David Tennent

1. That the minutes of the meeting of the Finance and Planning Committee held on 29 November 2018 be received.

Carried

7.1.2 Draft District Plan - Options for Next Phases

Resolved: 18.99

Moved: Cr Ian Sharp

Seconded: Cr David Tennent

That having considered all matters raised in the report:

a) That the Council adopt option B and release the draft District Plan for public consultation in May/June 2019.

Carried

Cr Tennent reiterated that the process for adoption of the District Plan is outside of the election process and should not be considered as a political issue.

7.2 Minutes of the Risk and Audit Committee Meeting held on 29 November 2018

Resolved: 18.100

Moved: Cr Gerard Minehan

Seconded: Cr Tim Aitken

1. That the minutes of the meeting of the Risk and Audit Committee held on 29 November 2018 be received.

Carried

7.3 Minutes of the Environment and Regulatory Committee Meeting held on 29 November 2018

Resolved: 18.101

Moved: Cr Tim Chote

Seconded: Cr Kelly Annand

1. That the minutes of the meeting of the Environment and Regulatory Committee held on 29 November 2018 be received.

Carried

8 Report Section

8.1 Deliberation of Submissions received on the Proposed Earthquake Prone Building Policy

PURPOSE

The matter for consideration by the Council is to approve a modified Priority Building Area in accordance with the Building (Earthquake Prone) Amendment Act 2016.

Resolved: 18.102

Moved: Cr David Tennent

Seconded: Cr Shelley Burne-Field

RECOMMENDATION for consideration

That having considered all matters raised in the report:

1) That Council deliberates on the submissions received on the Proposed Earthquake Prone Buildings Policy.

Carried

Resolved: 18.103

Moved: Cr Gerard Minehan

Seconded: Cr Kelly Annand

Once submissions have been considered:

a) That Council adopts option 2 where the priority area for the identification of Earthquake Prone Buildings as required under the Building (Earthquake-prone Buildings) Amendment Act 2016 is reduced to the area outlined in Attachment A.

b) That Council directs officers to advise submitters of the outcome of the deliberation.

Carried

Cr Sharp and Cr Chote highlighted conflicts and withdrew from this item.

Cr Burne-Field sought commentary from staff about the point raised in one submission where Ruataniwha Street should not be considered significant because of the emergency services routes.

It was confirmed that Ruataniwha Street would immediately be given automatic significant status because it is a main highway and the impact on people would be significant in the event of an earthquake.

Cr Aitken asked what the risk to Council would be if they decided to reject the proposal. It was confirmed that the risk would be very high and that Council needs to consider its social responsibility when making its decision.

Cr Minehan mentioned that business owners he had spoken with agreed that the priority area needed to be smaller. Cr Minehan also asked staff whether there would be potential court action if we chose not to go thorugh the process of identifying priority buildings.

Cr Annand asked whether the Waipawa Civil Defence Building was considered as significant. It was confirmed that it automatically qualifies as a priority building under other categories, along with hospitals and and education buildings.

Cr Aitken asked whether staff had an indication of costs to the community.

It was confirmed that is would depend on what people chose to do if they found that their buildings were earthquake prone. This is something that would be managed through the upcoming Town Centre Planning.

Cr Annand offered congratulations to the team for providing forums for building owners to discuss issues with this process and indicated the importance of these.

Cr Burne-Field acknowledged that although it is important for the Council to consider the safety impact of undertaking this exercise, there is concern around the cost. Cr Burne-Field also raised the need to provide support to businesses in terms of how these exercises might be funded.

Mayor Walker supported the recommendation but highlighted community frustration about how restrictive the legislation is and the burden that it presents for a community of this size. Her Worship highlighted that Council needs to advocate in a wider circle about how the legislation has an impact on the community.

Cr Minehan requested that as well as the submitters being notified of the Council’s decision about Earthquake prone buildings, that all affected business owners in Waipawa and Waipukurau were notified. Mayor Walker highlighted that the recommendation was specifically in relation to the submissions received and that wider communication with those affcted would still take place.

8.2 Deliberation on Submissions Received on the Proposed Development Contributions Policy.

PURPOSE

The matter for consideration by the Council is to approve the Development Contributions Policy.

Resolved: 18.104

Moved: Cr Shelley Burne-Field

Seconded: Cr Ian Sharp

That having considered all matters raised in the report:

1) That Council deliberates on the submissions received on the Proposed Development contributions Policy

Carried

Resolved: 18.105

Moved: Cr Ian Sharp

Seconded: Cr Shelley Burne-Field

Once submissions have been considered:

a) That Council adopts option 1 - the Draft Development Contributions Policy as final and coming into effect on the 1^st January 2019

b) That Council directs officers to advise submitters of the outcome of the deliberation.

Carried

Cr Sharp commented that the fact that there were only two submissions to the policy were likely a reflection of the quality and clarity of it, given this had potential to be quite a contentious issue. He offered congratulations to staff.

Mayor Walker sought clarification about which stakeholders were notified during consultation. It was confirmed that direct consultation took place with key stakeholders, including surveyors and developers, as well as using various mediums to advertise the proposal.

Cr Burne-Field mentioned that this policy was a fair spilt between the public and developers and highlighted that the community needs assistance with infrastructure and ongoing growth.

Cr Muggeridige highlighted that the calculations for Takapau Water and Wastewater needed to be corrected on pages 74 and 75 of the policy to reflect what is in the summary table.

Mayor Walker raised that the adoption of this policy is an important step for the Thrive objectives of Smart Growth and Durable Infrastructure.

8.3 Appointment of Chair - District Licencing Committee

PURPOSE

This report seeks confirmation of new arrangements for the District Licensing Committee.

Resolved: 18.106

Moved: Cr Gerard Minehan

Seconded: Cr Brent Muggeridge

That having considered all matters raised in the report:

1. Accept the resignation of the Chair of the District Licensing Committee, Councillor Shelley Burne-Field, effective 13 December 2018, as per section 194 of the Sale and Supply of Alcohol Act 2012.

2. Appoint the Deputy Chair, Councillor Tim Chote, as Chair of the District Licensing Committee, effective from 14 December 2018 (option 1).

And

Carried

Resolved: 18.107

Moved: Cr David Tennent

Seconded: Cr Tim Aitken

3. Nominate a Councillor to take on the role as Deputy Chair, to act in place of the Chair in times of absence or illness.

Carried

Cr Tennent asked Cr Burne-Field for some background about the committee in order to understand her desire to resign from the position as Chair. Cr Burne-Field responded that the committee has been working well and that it was a personal choice to resign.

Once the resolution was passed for Cr Chote to be made Chair, Cr Tennent raised the view that it was important to have a Deputy Chair and nominated Cr Minehan to fulfill the role.

This was seconded by Cr Aitken.

8.4 Appointment of Deputy Chair to Community Development Committee

PURPOSE

The matter for consideration by the Council is the appointment of a Deputy Chair to the Community Development Committee.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That Council appoints a new Deputy Chair to the Community Development Committee.

b) That Council appoints xx as the new Deputy Chair of the Community Development Committee.

c) That the Council, Committee and Community Representation Policy is updated to reflect the decision.

Resolved: 18.108

Moved: Cr Ian Sharp

Seconded: Cr Tim Aitken

a) That Council chooses not to appoint a Deputy Chair

b) That Council directs officers to amend the Community Pride and Vibrancy Fund Policy to allow funding under $500 to be approved by the Chairperson and one other Member of the Community Development Committee.

Carried

Cr Burne-Field outlined the background as to why she chose to stand down from the committee and her concerns about a lack of transparency and strategic direction.

Cr Sharp raised the view that he did not think it was necessary to appoint a deputy chair to the committee and moved the appropriate recommendation.

There was discussion around what the achievements of the committee were.

The Chief Executive spoke of the achievements of the committee including the adoption of the Community Wellbeing Strategy and its focus on positive aging and youth development, as well as it’s mandate to deal with issues around social housing and economic development.

Cr Muggeridge asked why Council would not have a deputy for this committee but retain for other committees.

Cr Sharp agreed with Cr Muggeridge’s point and raised the view that none of the committees needed a deputy chair.

8.5 CouncilMARK Report

pURPOSE

The purpose of this report is for Council to formally receive the CouncilMARK Assessment Report dated the 30 October 2018.

Resolved: 18.109

Moved: Cr Ian Sharp

Seconded: Cr Tim Chote

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

Carried

Cr Tennent asked for clarification about the way that the assessment rating worked in the report.

In moving the recommendation, Cr Sharp commented that although there was debate about whether to undertake this assessment, that it helps to demonstrate some of the key areas that Council needed to focus on.

Meeting suspended at 10.07am

Meeting reconvened at 10.30am

8.6 Use of the Common Seal

PURPOSE

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

Resolved: 18.110

Moved: Cr David Tennent

Seconded: Cr Tim Aitken

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

Carried

9 Chief Executive Report

9.1 Chief Executive Report - Six Weekly Organisation Report

PURPOSE

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

Resolved: 18.111

Moved: Cr Kelly Annand

Seconded: Cr Gerard Minehan

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

Carried

Her Worship the Mayor tabled a report for Councillor’s information.

10 Public Excluded Business

RESOLUTION TO EXCLUDE THE PUBLIC

Resolved: 18.112

Moved: Cr Tim Chote

Seconded: Cr Kelly Annand

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

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

10.1 - Procurement Plan for Porangahau & Takapau Water Treatment Upgrades

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

10.2 - Appointment to the Howard Estate Advisory Board

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

Carried

Resolved: 18.113

Moved: Cr Ian Sharp

Seconded: Cr Tim Aitken

That Council moves out of Closed Council into Open Council.

Carried

11 Date of Next Meeting

Resolved: 18.114

Moved: Cr Ian Sharp

Seconded: Cr Tim Aitken

THAT the next meeting of the Central Hawke's Bay District Council be held on 28 February 2019 .

Carried

12 Time of Closure

The Meeting closed at 11.07am.

The minutes of this meeting were confirmed at the Council Meeting held on 28 February 2019.

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CHAIRPERSON

Finance and Planning Committee Meeting Minutes 14 February 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, 14 February 2019 AT at the conclusion of the Public Forum which commences at 9.00am

PRESENT: Cr Ian Sharp (Deputy Mayor)

Mayor Alex Walker

Cr Tim Aitken

Cr Kelly Annand

Cr Shelley Burne-Field

Cr Tim Chote

Cr Gerard Minehan

Cr Brent Muggeridge

Cr David Tennent

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

Monique Davidson (CEO)

Bronda Smith (Group Manager, Corporate Support and Services)

Doug Tate (Group Manager, Customer and Community Partnerships)

Nicola Bousfield (People and Capability Manager)

Leigh Collecutt (Governance and Support Officer)

1 Apologies

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Mayor Walker

That Dr Roger Maaka is tabled as an apology for the meeting.

Carried

2 Declarations of Conflicts of Interest

None

3 Standing Orders

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Shelley Burne-Field

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

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 29 November 2018 as circulated, be confirmed as true and correct.

Carried

5 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.

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Cr David Tennent

THAT Council has read the reports associated with items 6.1 to 6.5 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.

Amendment

Moved: Cr Ian Sharp

Seconded: Cr David Tennent

That item 5 - Local Government Act Compliance - Planning, Decision Making and Accountability is removed from all Finance and Planning Committee Meeting Agendas going forward.

Carried

6 Report Section

6.1 Finance and Planning Committee Work Programme Update

PURPOSE

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

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Shelley Burne-Field

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

Carried

· Mayor Walker asked officers about progress of the rates review.

It was confirmed that it was a long term review over a 12-24 month period and that it was currently on track.

· Cr Tennent asked whether if the Counci made a decision on the scope of work for the rates review, if this would bind the next Council in any way.

It was confirmed by Cr Sharp and officers that this could be rescoped if needed. The intention of the review is that it is a guideline which outlined milestones, rather than a binding strategy.

6.2 Quarterly Financial Reporting for December 2018

PURPOSE

Provide Council with a summary of Council's second quarter financial performance for the 2018/19 financial year.

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Kelly Annand

That, having considered all matters raised in the report, the report on Council's second quarter financial performance for the 2018/19 financial year be noted.

Carried

· Cr Muggeridge asked whether officers were confident that project work was going to be completed and that contractors were going to be available, given a large proportion of work is phased for the last 6 months of the year.

Officers confirmed that the capital works programme was a priority and that sound programme management would help to achieve milestones. Where officers are not confident that deliverables would be met, these have been signalled to Council.

It was also confirmed that while finding qualified contractors is potentially a risk, that a good amount of interest has been generated for projects through the use of different engagement tools.

· Mayor Walker asked about income subsidies from NZTA for emergency work and whether this was included in the figures. It was confirmed that some of it was included and that most of the emergency work from weather events had either been programmed or completed, however a paper would be coming to Council to discuss further work needed after the December weather event.

· Cr Aitken asked officers how they had achieved the reduction of $202,032 for bad debts since September. It was confirmed that this was managed thorugh various channels, including officers actively working to make payment arrangements, mortgage demands and outsourcing some debt management.

· Cr Tennent discussed roading issues after rain events and asked whether the regional council accepted responsibility for remedial work required when roads were impacted by rivers or waterways. Mr Lloyd confirmed that although the regional council were not directly giving a financial contribution, that they were assisting officers by making the process as easy as possible and assisting with storage.

The Chief Executive noted that there were continuing discussions with the regional council about long term sustainability in terms of funding for extreme events.

6.3 Quarterly Activity Reporting - October to December 2018

PURPOSE

The purpose of this report is to provide Council with a summary of the organisation’s quarterly activity reporting for the period October to December 2018.

Committee Resolution

Moved: Cr Kelly Annand

Seconded: Cr David Tennent

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

Carried

· Cr Minehan indicated that stakeholders would like to have ongoing meetings with Building Control officers to discuss changes in legislation and other relevant matters.

· Discussion took place about growth assumptions made in last year’s Long Term Plan and given the significant growth in some areas of the district it was agreed that this would need to be re forecast.

· Cr Tennent asked what the Council’s obligations were in terms of dealing with animal welfare. It was confirmed that the recent review of the animal control service highlighted that some improvements needed to be made in this area. It was also noted that there is a lack of clarity about the Council’s role in conjunction with other agencies.

· Cr Burne-Field asked what could be expected in terms of responsiveness when an additional animal control staff member was appointed. The Chief Executive confirmed that it would enable the organisation to be more proactive and visible, rather than strictly just dealing with animal control enforcement.

· Cr Burne-Field also requested that the organisation have more proactive communication about what to do when people need support or help with animal control. This was noted by officers.

· Cr Aitken asked about the large pile of metal at the transfer station and whether this could be moved. It was confirmed that contractors were working to deal with this.

· Cr Tennent asked whether watering was still taking place at Russell Park. Officers indicated while there would still be some watering taking place that recent rainfall has not meant that this had not been necessary.

· Cr Annand requested that the target for number of users of the Memorial Hall be clarified for future reporting.

· Cr Burne-Field noted concerns about the number of ammonia exceedences for wastewater treatment.

· Cr Muggeridge asked for clarification about wastewater flow volumes and the point at which officers would be highly concerned about exceedences.

It was confirmed that exceedences were reported to the regional council and that the council was working with them on planning to help reduce these issues.

6.4 Elected Members Expenses for July to December 2018

PURPOSE

The purpose of this report is to update Council on the Elected Members’ Expenses for the six month period of July to December 2018.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr David Tennent

That, having considered all matters raised in the report, the Elected Members Expenses for July to December 2018 report be noted.

Carried

6.5 Key Project Status Report #4 - 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: Mayor Alex Walker

Seconded: Cr Gerard Minehan

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

Carried

· Cr Sharp offered congratulations around supplier mangement and engagement for these projects.

· Cr Minehan sought clarification about timeframes for consents from the regional council.

· Cr Annand sought clarification about what the indicators were for bore locations. Mr De Klerk confirmed that locations were dictated by seismic testing and locations of surrounding bores.

· Cr Aitken sought clarification about the impact that establishing new bores would have on existing bores. It was confirmed that testing would be done to ensure that there was not an impact. If if was determined that there was an impact, officers would explore other options.

· Mayor Walker asked whether the required resourcing would likely have implications for the annual plan. It was confirmed that this has been accounted for.

· Cr Tennent sought clarification of the consent process for farm supply in terms of the taking of water. Mr De Klerk clarified that initially consent would be sought for a test bore. Once it was determined that a test bore was fruitful and that testing was satisfactory, consent would then be sought for a production bore and associated water take.

· Mayor Walker noted the recent discussion at the regional council meeting around delivery of infrastructure projects in the district. It was tabled that there was confidence in the processes officers were following for programme delivery.

7 Date of Next Meeting

Committee Resolution

Moved: Cr David Tennent

Seconded: Cr Tim Chote

THAT the next meeting of the Central Hawke's Bay District Council be held on 28 March 2019.

Carried

8 Time of Closure

The Meeting closed at 10.10am.

The minutes of this meeting were confirmed at the Finance and Planning Committee Meeting held on 28 March 2019.

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

CHAIRPERSON

Community Development Committee Meeting Minutes 14 February 2019

MINUTES OF Central HAwkes Bay District Council
Community Development Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 14 February 2019 AT at the conclusion of the Risk and Audit Meeting

PRESENT: Cr Kelly Annand

Mayor Alex Walker

Cr Ian Sharp (Deputy Mayor)

Cr Tim Aitken

Cr Shelley Burne-Field

Cr Gerard Minehan

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

Monique Davidson (CEO)

Bronda Smith (Group Manager, Corporate Support and Services)

Doug Tate (Group Manager, Customer and Community Partnerships)

Nicola Bousfield (People and Capability Manager)

Leigh Collecutt (Governance and Support Officer)

1 Apologies

2 Declarations of Conflicts of Interest

Cr Kelly Annand declared a non pecuniary interest in relation to item 6.1, due to being on a sub committee of one of the entities mentioned in the report, as part of her employment at Connecting for Youth Employment Trust.

3 Standing Orders

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Cr Gerard Minehan

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

Carried

4 Confirmation of Minutes

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Mayor Alex Walker

That the minutes of the Community Development Committee Meeting held on 18 October 2018 as circulated, be confirmed as true and correct.

Carried

5 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.

RECOMMENDATION

THAT Council has read the reports associated with items 6.1 and 6.2 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.

Amendment

Moved: Cr Ian Sharp

Seconded: Cr Tim Aitken

That Item 5 – Local Government Act Compliance – Planning, Decision Making and Accountability is removed from all Community Development Committee Meeting Agendas going forward.

6 Report Section

6.1 Community Development Committee - Update

PURPOSE

The purpose of this report is to update the Committee of Community Development on activities for monitoring and review purposes.

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Cr Gerard Minehan

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

Carried

· The following items were included as part of the Community Development Update:

Update from the Chair

Community Wellbeing Strategy

Community Funding

Emergency Management

Community Housing

Economic Development

Social Housing Strategy

Libraries

· Mayor Walker indicated that she was pleased to see the Safer CHB priority of dealing with alcohol related harm, given Central Hawke’s Bay’s statistics are higher than New Zealanders as a whole.

· Cr Sharp offered his congratulations on the 60 days of summer tourism advertising campaign on Facebook.

· Cr Annand asked about progress of the Social Housing Strategy. It was confirmed that the draft is being finalised and would be workshopped with Council and then come to committee for adoption on 28^th March.

· Mayor Walker asked about the Economic Development Strategy and when the committee would get the opportiunity to be involved in scoping. Mr Tate confirmed that this was currently in discussion.

· Cr Sharp asked what the community response had been to the AA Service becoming available at the Waipukurau library. It was confirmed that the reaction was very positive and the service is already being well used by the community.

· Cr Tennent offered his congratulations to the Chair on the progress of the committee’s work programme.

· Mayor Walker made mention of the community planning day in Takapau and invited Councillors to attend

· Cr Annand encouraged Councillors to make sure that the Community reference Group Meeting on 4^th March was a priority to attend.

6.2 Community Pride and Vibrancy Fund Application

PURPOSE

The matter for consideration by the Committee is to assess the Community Pride and Vibrancy Fund application submitted by the Wanstead Polo Club Incorporated.

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Tim Aitken

That having considered all matters raised in the report the application be declined and;

That the committee writes a letter of support for the Wanstead polo club incorporated to assist them to seek funding from other sources for their project.

Motion

Moved: Cr Kelly Annand

Seconded: Mayor Alex Walker

That the resolution is amended as follows:

That having considered all matters raised in the report the application be declined and;

That the committee writes a letter of support for the Wanstead polo club incorporated to assist them to seek funding from other sources for their project and encourage them to work with council staff to reapply for an eligible future event.

Carried

· Discussion took place around the proposed recommendation and the application not meeting the criteria of the Community Pride and Vibrancy Policy.

· Mayor Walker asked whether Council could privde some other form of support, such

as providing recycle bins at events.

· Cr Aitken commented on the quality of the application and indicated that he would like to see that Council contribute in some way.

· The recommendation was amended by Cr Annand to include reference to encouraging the polo club to work with Council staff to reapply for the fund for a future event which meets the eligibility criteria for this fund.

7 Date of Next Meeting

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Ian Sharp

THAT the next meeting of the Community Development Committee be held on 28 March 2019.

Carried

8 Time of Closure

The Meeting closed at 11.30am

The minutes of this meeting were confirmed at the Community Development Committee Meeting held on 28 March 2019.

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

CHAIRPERSON

Environment and Regulatory Committee Meeting Minutes 14 February 2019

MINUTES OF Central HAwkes Bay District Council
Environment and Regulatory Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 14 February 2019 AT at the conclusion of the Community Development Committee Meeting

PRESENT: Cr David Tennent

Mayor Alex Walker

Cr Ian Sharp (Deputy Mayor)

Cr Tim Chote

Cr Brent Muggeridge

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

Monique Davidson (CEO)

Bronda Smith (Group Manager, Corporate Support and Services)

Doug Tate (Group Manager, Customer and Community Partnerships)

Nicola Bousfield (People and Capability Manager)

Leigh Collecutt (Governance and Support Officer)

1 Apologies

2 Declarations of Conflicts of Interest

None

3 Standing Orders

Committee Resolution

Moved: Cr Ian Sharp

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

Carried

4 Confirmation of Minutes

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Cr Tim Chote

That the minutes of the Environment and Regulatory Committee Meeting held on 29 November 2018 as circulated, be confirmed as true and correct.

Carried

5 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.

RECOMMENDATION

THAT Council has read the reports associated with items 6.1 to 6.4 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.

Amendment

Moved: Cr Ian Sharp

Seconded: Mayor Alex Walker

That Item 5 – Local Government Act Compliance – Planning, Decision Making and Accountability is removed from all Environment and Regulatory Committee Meeting Agendas going forward..

6 Report Section

6.1 Environment and Regulatory Committee Update

PURPOSE

The purpose of this report is to provide the Environment and Regulatory Committee with information on key activities that fit within the Committee’s terms of reference.

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Mayor Alex Walker

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

Carried

· The following items were discussed as part of the Environment and Regulatory Committee update:

3 Waters Review

Waste Water

Drinking Water

Environmental Strategy

Leachate to Land

Buildings and Consents

· Cr Sharp commented that it was pleasing to see that Higgins had been praised by the public and officers for their work on the Porritt Place pipe renewal.

· The Mayor made comment that for drinking water updates that it would be good to see future reports for this committee focussed on regulatory compliance not just capital work. Mr Lloyd confirmed that compliance is a huge component of the current work programme and that officers would continue to work alongside the District Health Board. Mr Lloyd also commended the work that Veolia have been doing and the ownership they have been taking in dealing with these matters.

· Cr Tennent sought clarification about whether there is an opportunity for the Council to have a representative involved in the Three Waters review. It was confirmed that Her Worship the Mayor would have some oversight.

6.2 Adoption of Draft Environmental and Sustainability Strategy for Consultation

PURPOSE

The matter for consideration by the Council is approval of the Draft Environmental and Sustainability Strategy for public consultation.

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Cr Tim Chote

That having considered all matters raised in the report:

a) That the Environment and Regulatory Committee recommends to Council the modified Draft Environmental and Sustainability Strategy for public consultation, to be included in the Draft Annual Plan 2019/20.

Carried

· Cr Sharp suggested a change in wording in the strategy from “Managing impact on waterways” to “Miniminsing impact on waterways”

· Mayor Walker requested that the strategy outline specific actions for the Council.

· Officers confirmed that wording would be amended in the strategy for the Council meeting on 28^th February 2019.

6.3 Establishment of Environmental and Sustainability Fund

PURPOSE

The matter for consideration by the Environment and Regulatory Committee is the adoption of the Environmental Funding Policy.

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Cr Brent Muggeridge

That having considered all matters raised in the report:

a) That the Environment and Regulatory Committee adopt the Environmental Funding Policy

Carried

· Councillors discussed the desire to widen the scope of the funding policy to include environmental intiatives other than solid waste. Officers raised the point that the current fund utilised money made available by the Council National Waste Levy and that this levy could only be allocated to waste intiatives. The table requested that the policy accommodate potential funding from other sources in future which could be used for broader initiatives.

· It was agreed that if changes to the policy are required in future, the policy would be brought back before committee to adopt amendments.

6.4 Wastewater Treatment Plants Project Update #3

PURPOSE

The purpose of this report is to provide elected members with an update on the wastewater treatment plants project and our progress towards a best practicable option (BPO) and solution report to meet our requirements as laid out in our enforcement order with the court and HBRC.

Committee Resolution

Moved: Cr Tim Chote

Seconded: Mayor Alex Walker

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

Carried

· Cr Tennent highlighted the excellent progress being made around the work programme for the Wastewater Treatment Plant Upgrade

· Mr De Klerk discussed the options that have been presented to the community reference group and potential models for a solution to take to the regional council with clear milestone dates.

· Mr De Klerk discussed results from the January community survey, and discussed the exploration of alternative funding options.

· Cr Burne-Field asked about what thinking had been done around external funding options. Officers confirmed that this was actively being explored.

· It was discussed that although the upgrade was currently out of scope for Provincial Growth Fund Funding, that officers should prepare information in case the scope for the fund changes.

· Cr Sharp raised that the reference group supported removal of all waste from waterways, which meant that it would need to be discharged to land. However noted that there are implications of doing this.

· Cr Sharp congratulated Mr De Klerk on the way in which he was engaging the community and that it is working well.

7 Date of Next Meeting

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Brent Muggeridge

THAT the next meeting of the Environment and Regulatory Committee be held on 28 March 2019.

Carried

8 Time of Closure

The Meeting closed at 12.40pm

The minutes of this meeting were confirmed at the Environment and Regulatory Committee Meeting held on 28 March 2019.

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

CHAIRPERSON

Council Meeting Agenda 28 February 2019

8 Report Section

8.1 Adoption of the Annual Plan 2019/20 Consultation Document and Supporting Information

File Number: COU1-1400

Author: Bronda Smith, Group Manager, Corporate Support and Services

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Annual Plan 2019/20 Consultation Document and Supporting Information ⇩

PURPOSE

The matter for consideration by the Council is the adoption of the Annual Report 2019/20 Consultation Document and the Supporting Information and the Consultation Approach.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) Adopt the Draft Revenue and Financing Policy and Statement of Proposal in accordance with section 102(1) of the Local Government Act 2002.

b) Adopt the CHBDC Rural Ward Fund Investment Commercial Structuring Discussion Paper to support the consultation process in accordance with section 95A of the Local Government Act 2002

c) Adopt the Supporting Information for the Annual Plan 2019/20 to support the consultation process in accordance with section 95A of the Local Government Act 2002

d) Adopt the Consultation Document for the Annual Plan 2019/20 to support the consultation process in accordance with section 95A of the Local Government Act 2002.

e) Delegate responsibility to the Chief Executive to approve the final edits required to the Supporting Information and Consultation Document in order to finalise the documents for printing and distribution.

f) That Council approves the public consultation approach for the Annual Plan 2019/20.


compliance
Significance	This matter is assessed as being significant
Options	This report identifies and assesses the following reasonably practicable options for addressing the matter: 1. Adopt the Draft Revenue and Financing Policy and Statement of Proposal in accordance with section 102(1) of the Local Government Act 2002. Adopt the CHBDC Rural Ward Fund Investment Commercial Structuring Discussion Paper to support the consultation process in accordance with section 95A of the Local Government Act 2002 Adopt the Supporting Information for the Annual Plan 2019/20 to support the consultation process in accordance with section 95A of the Local Government Act 2002 Adopt the Consultation Document for the Annual Plan 2019/20 to support the consultation process in accordance with section 95A of the Local Government Act 2002. Delegate responsibility to the Chief Executive and Group Manager-Corporate Support and Services to approve the final edits required to the Supporting Information and Consultation Document in order to finalise the documents for printing and distribution. That Council approves the public consultation approach for the Annual Plan 2019/20. 2. Not adopt the Draft Revenue and Financing Policy, the Supporting Information and Consultation Document and to give guidance to officers on the changes required.
Affected persons	The persons who are affected by or interested in this matter are the ratepayers and the wider district of Central Hawke’s Bay.
Recommendation	This report recommends option one for addressing the matter.
Long-Term Plan / Annual Plan Implications	Yes
Significant Policy and Plan Inconsistencies	None

EXECUTIVE SUMMARY

All Councils are required by section 95 of the Local Government Act 2002 (LGA) to adopt an Annual Plan (AP).

Council has been working on the Annual Plan from October 2018. Through a number of workshops during the planning process, Council has identified four significant items and these are included in the Consultation Document for consultation.

1. The even bigger water story

2. Changes to the Revenue and Financing Policy

3. Disaster Relief Fund Trust

4. Draft Environmental Strategy

Following a review of capital programme and the budgets for Year 2 of the LTP 2018-28, Council are proposing an average rates increase of 4.36% which is 0.32% above the 4.04% indicated in Year 2 of the Long Term Plan (LTP) 2018-28. This has come from the minor changes described below and a reduction in the internal interest rate.

BACKGROUND

All Councils are required by section 95 of the Local Government Act 2002 (LGA) to adopt an Annual Plan (AP).

The Annual Plan sets out Council’s activities, plans, budgets and policies and must be adopted before the beginning of the year it relates to.

Part of the process of developing an Annual Plan is to review the corresponding year of the LTP and to consult with the public if there are significant or material differences.

"Significance" is set by the Council's 'Significance and Engagement Policy' and a variation is considered "material" if it could, itself or in conjunction with other differences, influence the decisions or assessments of those reading or responding to the Consultation Document.

The Supporting Information and Consultation Document is prepared and adopted under the requirements of section 95A of the Local Government Act 2002. The purpose of the Consultation Document is to provide the community with an effective basis for public participation in local authority decision making relating to the Annual Plan.

The process to develop the Annual Plan 2019/20 began in October 2018. A number of workshops and discussions have been held since this time to review the levels of services, capital programme and the budgets from Year 2 of the 2018-28 LTP for Central Hawke’s Bay.

Through these workshops, Council has reviewed the level of service for each of the activities. It has been proposed by the Council that the levels of service agreed in the LTP 2018-28 were still appropriate for the community.

The budgets were also fully reviewed at both an overall basis and at an activity level. Following a review of the budgets over a number of workshops, minor changes have been made to the budgets including funds to allow for investigation into Iwi Engagement options, updating the asset management modelling for Three Waters and increase in funding for Digital Enablement.

The interest rate for the Internal Loan funding for activities was also reviewed and this has been be reduced to align with our external funding interest rate.

A review of the fees and charges has also been undertaken and the changes that have been proposed have been included in the Consultation Supporting Information. These changes are to meet the requirements of the activities and to ensure that Council remains within the Revenue and Financing Policy.

More significant changes have also been proposed and these are included in the Consultation Document.

1. The even bigger water story

2. Changes to the Revenue and Financing Policy

3. Disaster Relief Fund Trust

4. Draft Environmental Strategy

Included in the Supporting Information is following

1. A discussion paper titled CHBDC Rural Ward Fund Investment Commercial Structuring Discussion Paper. This paper supports the even bigger water story.

2. A Statement of Proposal for the changes to the Revenue and Financing Policy

3. A copy of the Draft Environmental Strategy that has been recommended to the Council for adoption as part of this meeting

The Annual Plan 2019/20 Consultation Document has been drafted to seek public input on the proposed changes. It does not intend to re-litigate decisions already made through the 2018-28 LTP.

In accordance with section 95A of the LGA, Council staff have developed a Consultation Document and Supporting Information that reflect the proposed changes and to provide the basis for consultation with the community. The Consultation Document sets out the key changes for consultation to inform the final AP and the proposals and options put forward by Council. The Supporting Information includes the detailed information relied on to prepare the consultation document.

Following a review of capital programme and the budgets for Year 2 of the LTP 2018-28, Council are proposing an average rates increase of 4.36% which is 0.32% above the 4.04% indicated in Year 2 of the Long Term Plan (LTP) 2018-28. This has come from the minor changes described above and the reduction in the internal interest rate.

In accordance with section 82 and 95A of the Local Government Act 2002, Council will consult with the public on the Annual Plan 2019/20.

Following is the proposed timeline leading up to the adoption of the Annual Plan.

18 March Consultation opens

12 April Consultation closes

9 May Hearings for Submissions

23 May Submissions Deliberations

20 June Adoption of the Annual Plan

Consultation Approach

The Consultation Document and Supporting Information will be made available for public inspection at Council offices, libraries and on Council website in order to provide all ratepayers and residents of the district with reasonable access.

The Consultation Document will also be distributed to all ratepayers by distribution with the CHB Mail or via mail for out of town ratepayers. A sample Rates Estimate invoice for the 2018/2019 rates with explanation letter will also be sent in March to all rate payers. This will allow ratepayers to provide feedback to Council during the consultation period. Have Your Say meetings will also be held throughout the district to be able to answer questions from rate payers and gather feedback in person.

Information regarding the Annual Plan will also be made available via other channels including information in CHB Mail, Facebook posts and radio adverts.

SIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as significant because it effects the wider district and the Consultation Document and Supporting Information are the primary means for communicating the Council’s proposal for the Annual Plan.

OPTIONS

Assessments applicable to both options

a) Statutory Responsibilities

The Council is required to adopt an Annual Plan each year. A consultation document is required when there are significant or material difference from the LTP.

b) Participation by Maori

Participation by Maori will form a part of the Consultation approach.

c) Community Views

The community views will be gathered as part of the consultation on the Annual Plan.

Option 1

a) Adopt the Draft Revenue and Financing Policy and Statement of Proposal in accordance with section 102(1) of the Local Government Act 2002.

b) Adopt the CHBDC Rural Ward Fund Investment Commercial Structuring Discussion Paper to support the consultation process in accordance with section 95A of the Local Government Act 2002

c) Adopt the Supporting Information for the Annual Plan 2019/20 to support the consultation process in accordance with section 95A of the Local Government Act 2002

d) Adopt the Consultation Document for the Annual Plan 2019/20 to support the consultation process in accordance with section 95A of the Local Government Act 2002.

e) Delegate responsibility to the Chief Executive and Group Manager-Corporate Support and Services to approve the final edits required to the Supporting Information and Consultation Document in order to finalise the documents for printing and distribution.

f) That Council approves the public consultation approach for the Annual Plan 2019/20.

a) Financial and Resourcing Implications

The Consultation Document and Supporting Information includes the financial and resourcing implications of the Annual Plan 2019/20. No additional financial or resourcing implications will be required by the adoption of the Consultation Document.

b) Risk Analysis

There are no known risks associated with this option.

c) Alignment to Project Thrive and Community Outcomes

The Consultation Document and Supporting Information has been developed in alignment with Project Thrive and the community outcomes included in the LTP.

d) Consistency with Policies and Plans

The Consultation Document reflects the proposed Annual Plan and is consistent with Council policies.

e) Advantages and Disadvantages

Adoption of the Consultation Document ensures that the timeframes for the adoption of the Annual Plan remain on track.

There are no perceived disadvantages with this option.

Option 2 Not adopt the Draft Revenue and Financing Policy, the Supporting Information and Consultation Document and to give guidance to officers on the changes required.

a) Financial and Resourcing Implications

Any changes to the Consultation Document will require resourcing to complete the amendments to the resulting financial information and the Supporting Information.

b) Risk Analysis

There is a risk that any amendments will require changes to the proposed Annual Plan and therefore there is the potential that the deadlines required to adopt the Annual Plan by 30 June 2019 will not be met.

c) Alignment to Project Thrive and Community Outcomes

Any changes to the Consultation Document and Supporting information will need to be assessed for alignment to Project Thrive and community outcomes.

d) Consistency with Policies and Plans

Any changes to the Consultation Document and Supporting information will need to be assessed for alignment to the policies of Council. The proposed Annual Plan will need to be adjusted for any amendments.

e) Advantages and Disadvantages

The disadvantage of this option is that the delayed Adoption of the Consultation Document may affect the timeframes for the adoption of the Annual Plan.

Recommended Option

This report recommends option one for addressing the matter.

NEXT STEPS

Following the adoption of the Consultation Document, the plan for the printing and distribution will begin and the Submission period for the Annual Plan will open on the 18 March 2019.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) Adopt the Draft Revenue and Financing Policy and Statement of Proposal in accordance with section 102(1) of the Local Government Act 2002.

b) Adopt the CHBDC Rural Ward Fund Investment Commercial Structuring Discussion Paper to support the consultation process in accordance with section 95A of the Local Government Act 2002

c) Adopt the Supporting Information for the Annual Plan 2019/20 to support the consultation process in accordance with section 95A of the Local Government Act 2002

d) Adopt the Consultation Document for the Annual Plan 2019/20 to support the consultation process in accordance with section 95A of the Local Government Act 2002.

f) That Council approves the public consultation approach for the Annual Plan 2019/20.

Council Meeting Agenda 28 February 2019

8.2 Proposal to Grant Lease to Otane Arts and Crafts

File Number: COU1-1400obs Graduation Ceremony e

Author: Doug Tate, Group Manager Customer and Community Partnerships

Authoriser: Monique Davidson, Chief Executive

Attachments: Nil

PURPOSE

The matter for consideration by the Council is to seek their approval both as the Administering Body and under Delegated Authority of the Minister of Conversation of the Otane Old School Reserve, to grant a lease subject to not receiving any sustained objections following community consultation.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That Council grants a lease to the Otane Art and Crafts Incorporate to occupy a portion of the Otane Old School Reserve, on the Corner of White Road and Higginson Street, legally described as Part Lot 1 Deposited Plan 11995 Block VIII Waipukurau, Otane for a term of ten (10) years with two (2) rights of renewal of five (5) years, subject to not receiving any sustained objections following public consultation, as the administering body of the Reserve;

b) That Council grants a lease to the Otane Art and Crafts Incorporate to occupy a portion of the Otane Old School Reserve, on the Corner of White Road and Higginson Street, legally described as Part Lot 1 Deposited Plan 11995 Block VIII Waipukurau, Otane for a term of ten (10) years with two (2) rights of renewal of five (5) years, subject to not receiving any sustained objections following public consultation, under delegated Authority from the Minister of Conservation.


compliance
Significance	This matter is assessed as being of some importance
Options	This report identifies and assesses the following reasonably practicable options for addressing the matter: 1. Grant a Lease to the Otane Arts and Crafts Society 2. Decline the granting of a Lease to the Otane Arts and Crafts Society
Affected persons	The persons who are affected by or interested in this matter are the Otane Arts and Crafts Society and the Otane community.
Recommendation	This report recommends option 1 for addressing the matter.
Long-Term Plan / Annual Plan Implications	No
Significant Policy and Plan Inconsistencies	No

BACKGROUND

This report seeks approval to grant a lease to the Otane Arts and Crafts Society on the Otane Old School Reserve, Otane both as the administering body of the Reserve, and under delegated Authority from the Minister of Conservation (Reserves Act 1977 – Instrument of Delegation for Territorial Authorities 2013).

By way of background, the Otane Arts and Crafts Incorporated have a Licence to occupy dated 30 May 2008 for Recreation Reserve land on the Corner of White Road and Higginson Street, Otane, legally described as Part Lot 1 Deposited Plan 11995 Block VIII Waipukurau District that their building resides upon. The Licence has come to an end and the Society seek a new lease for the land.

Officers have worked with Society on proposed terms of the lease, with the general terms of the lease being an initial term of ten (10) years, with two (2) five (5) year rights of renewal. The initial rental for the first ten years will be set at $504 plus GST (if any). The Society have a strong membership, and are seeking further funding to ensure the longevity of the Societies’ building into the future. There no other known or future use of the site..

The land the building the Society owns and occupies is on Recreation Reserve, classified under the Reserves Act 1977.

Council is required under section 119 of Reserves Act 1977 to publicly notify and consult with the community on its intention to grant a lease. The proposed recommendation notes that approval is subject to no sustained objections to grant the lease being received. In the event that sustained objections result, Council must consider those objections in accordance with section 120 of the Reserves Act 1977.

Upon Council approving this lease, Officers will then begin the process of completing community consultation.

SIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as of some importance as it requires Council by law to consult with the community on the proposal.

OPTIONS

Option 1 Grant a Lease to the Otane Arts and Crafts Society

a) Financial and Resourcing Implications

There are no specific new financial or resourcing implications as a result of this new lease. Additional revenue will be generated, however this only covers the operational costs associated with managing the lease.

b) Risk Analysis

There are no obvious risks with this proposal.

c) Alignment to Project Thrive and Community Outcomes

Granting the lease supports Council in the delivery of the outcomes of project Thrive, including connected citizens and strong community.

d) Statutory Responsibilities

Council is legally required to consult with the community in accordance with Section 119 of the Reserves Act 1977 and the leasing provisions contained within.

e) Consistency with Policies and Plans

Council currently has no leasing policy. There are no other existing policies or plans that would specifically have relevance to this proposal.

f) Participation by Māori

There are no specific issues for participation by Maori in this report.

g) Community Views and Preferences

The Otane Arts and Crafts Society are supportive of this proposal. It is likely the community would look unfavourably on the Society’s lease coming to an end.

h) Advantages and Disadvantages

The advantage is that a strong community group remains in Central Hawke’s Bay from this proposal.

Option 2 Decline the granting of a Lease to the Otane Arts and Crafts Society

a) Financial and Resourcing Implications

There are likely to be financial and resourcing implications, with Council facing possible legal challenge and resourcing being taken up terminating the lease should it be declined.

b) Risk Analysis

The greatest risk is legal challenge to Councils process should the lease be declined. Council will then also become responsible for the ownership and maintenance of the building.

c) Promotion or Achievement of Community Outcomes

Declining the lease does not support the achievement of the outcomes of Project Thrive.

d) Statutory Responsibilities

Council is required to consider the lease, including its termination in accordance with the provisions of the Reserves Act 1977.

e) Consistency with Policies and Plans

Council currently has no leasing policy. There are no other existing policies or plans that would specifically have relevance to this proposal.

f) Participation by Māori

There are no specific issues for participation by Maori in this report.

g) Community Views and Preferences

The Otane Arts and Crafts Society the current tenants would look most unfavourably on this option. It is likely the community would look unfavourably on the Society’s lease coming to an end.

h) Advantages and Disadvantages

The most obvious disadvantage is that Council should Council decline the lease, the liability of the building will return to Council.

Recommended Option

This report recommends option one – granting a lease to the Otane Arts and Crafts Society Incorporated for addressing the matter.

NEXT STEPS

In the event Council adopt the recommendation, Officers will begin the process of beginning Community Consultation as required under the Reserves Act 1977.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

Council Meeting Agenda 28 February 2019

8.3 Proposal to Grant Licence to Occupy - Part of Russell Park

File Number: COU1-1400

Author: Doug Tate, Group Manager Customer and Community Partnerships

Authoriser: Monique Davidson, Chief Executive

Attachments: Nil

PURPOSE

The matter for consideration by the Council is to seek approval to grant a Licence to Occupy for part of Russell Park for the purposes of operating a Coffee cart, both as the Administering Body and under Delegated Authority of the Minister of Conversation, subject to not receiving any sustained objections following community consultation.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That Council grants a licence to occupy for the purpose of operating a coffee on part of Russell Park, River Terrace, legally comprised of Lot 2 Deposited Plan 17698, Section 58 Survey Office Plan 8507 and Lot 1 Deposited Plan 8652 Waipukurau for a maximum term of five (5) years, subject to not receiving any sustained objections following public consultation, as the administering body of the Reserve;

b) That Council grants a licence to occupy for the purpose of operating a coffee on part of Russell Park, River Terrace, legally comprised of Lot 2 Deposited Plan 17698, Section 58 Survey Office Plan 8507 and Lot 1 Deposited Plan 8652 Waipukurau for a maximum term of five (5) years, subject to not receiving any sustained objections following public consultation, under delegated Authority from the Minister of Conservation


compliance
Significance	This matter is assessed as being of some importance
Options	This report identifies and assesses the following reasonably practicable options for addressing the matter: 1. Grant the Licence to Occupy 2. Reject the Licence to Occupy – No operators on Russell Park.
Affected persons	The persons who are affected by or interested in this matter are prospective operators, existing occupiers.
Recommendation	This report recommends option 1 for addressing the matter.
Long-Term Plan / Annual Plan Implications	No
Significant Policy and Plan Inconsistencies	No

BACKGROUND

In late 2017 Council began a process to seek public expressions of interest to operate a coffee cart in Russell Park for adhoc events, likely to be permanently located on the reserve.

A number of expressions of interest were received, however a legal process required under the Reserves Act 1977 to grant occupation of part of Russell Park had not been completed. This proposal starts the legal process to grant a licence to occupy to then allow new expressions of interest to be called for the operation of a cart on Russell Park.

Previous and ongoing expressions of interest continue to be received to operate a coffee cart from the park. This process seeks to address and respond to those existing and new expressions received.

As a legal requirement under the Reserves Act 1977, most Councils have Reserve Management Plans in place to manage specific activities such as Hawkers and Traders on Reserve Land. Often this type of activity would not be consistent with Reserve Management Plans, unless complementary to the surrounds and context of the reserve. In the absence of Reserve Management Plans, guidance is required from Council to even consider a coffee cart on Russell Park or not.

The intention that a Licence to Occupy under the Reserves Act 1977 will be granted to an operator for a maximum term of five years, in accordance with the Act.

It is proposed that a permanent occupation will be permitted, subject to the Licensee meeting legislative and other requirements and conditions set by Council.

It is proposed that the Licence to Occupy will exist for areas of Russell Park only, excluding the interior fenced areas of the Centralines Multisport Turf and areas occupied by the Central Hawke’s Bay Community Trust and Waipukurau Memorial Hall.

The rental will be set following determination with the successful applicant from the expression of interest process.

The area the Licence is proposed to be on is Recreation Reserve, classified under the Reserves Act 1977.

Council is required under section 119 of Reserves Act 1977 to publicly notify and consult with the community on its intention to grant a licence. The proposed recommendation notes that approval is subject to no sustained objections to grant the lease being received. In the event that sustained objections result, Council must consider those objections in accordance with section 120 of the Reserves Act 1977.

Upon Council approving this licence, Officers will then begin the process of completing community consultation and if successful, will then re-launch the expression of interest process.

SIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as of some importance as it requires Council by law to consult with the community on the proposal.

OPTIONS

Option 1 Grant the Licence to Occupy

a) Financial and Resourcing Implications

New financial revenue will be created from this proposal, the extent of this is not known however.

There are resourcing implications from this process, which are proposed to bemanaged as business-as-usual to conduct the lease and expression of interest process.

b) Risk Analysis

There are no obvious risks to this proposal at this time.

c) Alignment to Project Thrive and Community Outcomes

This option supports the outcomes of Project Thrive including Connected Citizens and Strong Communities.

d) Statutory Responsibilities

Council is legally required to consult with the community in accordance with Section 119 of the Reserves Act 1977 and the leasing provisions contained within.

e) Consistency with Policies and Plans

Council currently has no leasing policy. There are no other existing policies or plans that would specifically have relevance to this proposal.

f) Participation by Māori

There are no specific issues for participation by Maori in this report.

g) Community Views and Preferences

Local retailers may be of a view that such a proposal would be in opposition to existing town centre businesses. Existing occupiers of the Park such as the Trust, may oppose a fixed coffee cart.

h) Advantages and Disadvantages

The advantage of this option is that coffee is available in Russell Park. There are no obvious disadvantages.

Option 2 Reject the Licence to Occupy – No operators on Russell Park

a) Financial and Resourcing Implications

There will be no financial or resourcing implications with this option.

b) Risk Analysis

There are no obvious risks from this option, other than existing providers remaining adhoc in their nature.

c) Promotion or Achievement of Community Outcomes

There are no obvious connections to the outcome of Project Thrive.

d) Statutory Responsibilities

The Reserves Act 1977 is the basis for Council to consider to declined or reject a lease or licence application.

e) Consistency with Policies and Plans

Council currently has no leasing policy. There are no other existing policies or plans that would specifically have relevance to this proposal.

f) Participation by Māori

There are no specific issues for participation by Maori in this report.

g) Community Views and Preferences

Those who have expressed an interest in occupying the site may be frustrated that adhoc occupation continues.

h) Advantages and Disadvantages

There are no obvious advantages or disadvantages from this option.

Recommended Option

This report recommends option one – Grant a Licence to Occupy for addressing the matter.

NEXT STEPS

In the event Council adopt the recommendation, Officers will begin the process of beginning Community Consultation as required under the Reserves Act 1977. Following the outcome of this process, any further expression of Interest process will be restarted.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

Council Meeting Agenda 28 February 2019

8.4 December 2018 Flood Event Funding Request

File Number: COU1-1400

Author: Josh Lloyd, Group Manager - Community Infrastructure and Development

Authoriser: Monique Davidson, Chief Executive

Attachments: Nil

PURPOSE

The matter for consideration by the Council is the approval of the use of up to $400,000 from the adverse events fund to support Councils contribution to the costs of repairing the December storm damage.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That Council approve the use of up to $400,000 from the Adverse Events Fund to support Councils contribution to the costs of repairing December storm damage.

b) That Council delegate authority to the Chief Executive to expedite the procurement of services to support repair works.


compliance
Significance	This matter is assessed as being of some importance
Options	This report identifies and assesses the following reasonably practicable options for addressing the matter: 1. Approve use of up to $400,000 from the Adverse Events Fund to support Councils contribution to the costs of repairing December storm damage, and to delegate authority to the Chief Executive to expedite the procurement of services to support repair works 2. Not approve use of money from the Adverse Events Fund and require repairs to be funded from other budget sources in the Land Transport activity, and mandate strict adherence to the existing tendering policy for all works.
Affected persons	The persons who are affected by or interested in this matter are The persons who are affected by or interested in this matter are the ratepayers of Central Hawke’s Bay who rely on the use of Council-owned and maintained roads and road infrastructure.
Recommendation	This report recommends option 1 for addressing the matter.
Long-Term Plan / Annual Plan Implications	No
Significant Policy and Plan Inconsistencies	No

EXECUTIVE SUMMARY

The December weather event caused significant damage to Central Hawke’s Bay roads and associated road infrastructure assets. Over 80 items of work are required to repair the damage at an estimated cost of $1,200,000+.

NZTA will fund up to 80% for all of the work so long as Council can ensure the work is completed prior to June 30 2019. To enable this, Council must be agile in its procurement work and while not sacrificing quality or cost-competiveness, must act quickly to secure contractors and begin work. Council must also still fund a portion of the repairs itself and to not place undue strain on existing budgets is seeking a resolution to utilise up to $400,000 from the Adverse Events Fund. There is currently a total of $493,000 in the Adverse Events Fund.

BACKGROUND

Network Damage

On December 13^th and 14^th parts of the district received up to 60mm of rain within a 20 to 30 minute time frame.

The very high rain volumes caused surface flooding closing some coastal and inland roads as well as numerous under and over slips closing further roads

The map below illustrates the scale and spread of damage to the networks roading infrastructure.

In the weeks following the event, officers and contractors have worked to make urgent repairs and to assess and accurately quantify the damage. Council’s new Professional Services Provider (Stantec) and the council’s Maintenance Contractor (Downer) have been doing investigations to determine the work required to repair the network. A report on the event has been provided to NZTA who have visited the network to witness the damage. NZTA have given praise to the quality of information captured and its usability in justifying the now-required investment.

The total estimated cost of repair works is $1,200,000+ with several large under slips being key contributors to cost.

Impact on Work Programmes

Following the September weather event Council put extra resources into planning for those repairs as well as planning for delivery of the existing capital and maintenance programmes. Officers were confident in being able to deliver the existing work programme as well as repair damage from the September event within the financial year.

The additional damage caused in December and the work required to design and procure repairs places further strain on internal resources and on the contracting market and Officers acknowledge a high risk of not delivering the complete planned 2018/19 work programme as well as the December repairs.

A report will be brought to the Finance and Planning Committee on 28^th March outlining in detail the impact on the existing work programme that the two weather events have had. This will show the work that will not be completed in 2018/19, the risk that not completing the work poses and the plans to ensure it is completed in 2019/20 without impacting that already busy programme.

Funding

NZTA Funding Model

NZTAs additional funding mechanism for extreme weather events is triggered when the costs of repair go beyond 10% of the districts subsidised annual land transport budget. That is, repair costs up to a value of 10% of Councils total annual funded land transport budget are subsidised by NZTA at 60%. Costs beyond this are subsidised at 80%. Based on our annual land transport budget of $11,000,000, costs up to $1,100,000 are funded at 60% and costs beyond the first $1,100,000 are funded at 80% so long as the physical works are completed and costs are incurred within the financial year of the event.

The costs to repair the network from the December event ensure that Council is again eligible for additional NZTA funding at 80% for the works completed within the financial year.

Assuming the work can be completed by June 30^th 2019 and the actual costs are within the estimate the Council would be required to come up with a minimum of $240,000.

NZTA have visited Council and verbal agreement has been received by regional NZTA to the additional funding mechanism at 80% with the condition that all works are completed by June 30 2019. This is currently being reviewed by NZTA in Wellington.

Council Funding Sources

Councils contribution to the estimated $1,200,000 worth of repairs at 20% is $240,000. This assumes all work is completed before the end of the financial year which will pose significant challenges given the scale of some of the repairs – most notable Rotohiwi Road. Officers recommend the provision of up to $400,000 of Council funds to cover Council’s contribution assuming that not all works will be completed within the year and NZTAs funding share reduces back to 60% for some portion.

The options analysis section promotes two options for funding Council’s contribution; utilising Council’s Adverse Events Fund, or using existing capital budget for work that will not be completed this financial year.

Procurement

Council’s procurement and tendering policy requires in most cases an open-market tendering approach to secure services and specifically requires Council approval for all procurements above $1,000,000.

Officers consider that preparing formal contract and procurement documents would be disadvantageous through the time required to properly carry out such processes. Instead Officers have proposed an agile procurement approach where small works are bundled into larger packages of work (some exceeding $1,000,000) and contractors are approached directly to provide a price and commit resource. This is considered by Officers to be the only practical means of delivering the quantum of work required by June 30 2019.

SIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as of some importance.

OPTIONS

Option 1 Approve use of up to $400,000 from the Adverse Events Fund to support Councils contribution to the costs of repairing December storm damage, and to delegate authority to the Chief Executive to expedite the procurement of services to support repair works

a) Financial and Resourcing Implications

This option will draw on funds sitting available in the adverse events fund but leave little left in the fund for future emergency works. It will have no direct impact on ratepayers or other work programmes or budgets. Council have already signalled an eagerness to review the adverse events fund mechanism in light of the increase in extreme weather events.

b) Risk Analysis

c) Alignment to Project Thrive and Community Outcomes

This option promotes the quick and cost-effective repair of critical infrastructure highlighted as important to the prosperity of the district through Project THRIVE.

d) Statutory Responsibilities

This option directly supports CHBDC to obtain additional funding as made available under NZTAs funding policies.

e) Consistency with Policies and Plans

This is not consistent with the procurement and tendering policy and is required to be approved by Council.

f) Participation by Māori

The options have not been identified as requiring specific engagement with Maori.

g) Community Views and Preferences

The options have not been identified as requiring engagement with the community.

h) Advantages and Disadvantages

This option has the advantages of reducing costs to ratepayers and of enabling the timely delivery of work through agile procurement processes. The primary disadvantage of this option is that it will draw down the majority of the available funds in the adverse events fund.

Option 2 Use available funds within the Land Transport budget from projects/programmes planned to be carried forward into 2019/20 and to delegate authority to the Chief Executive to expedite the procurement of services to support repair works.

a) Financial and Resourcing Implications

This option will utilise budget that would have been carried forward into 2019/20 for works not completed this year due to the increase in work from these storm events. While having no immediate impact on 2018/19 budgets, this approach will mean that projects pushed into 2019/20 will need to use 2019/20 budget not carry forward budget.

b) Risk Analysis

The primary risk of this option is that it will impact the planed 2019/20 programme and increase the risk of increased asset deterioration as projects are pushed out one year. By utilising carry forward budget now, the budget will not exist to complete carried forward works in 2019/20. This will create a bow wave of projects needing to be pushed out into future years or until the next LTP. The type of work deferred will primarily be structural repairs which carries a high risk to Council.

i) Alignment to Project Thrive and Community Outcomes

This option is considered in alignment with project THRIVE in the most part. It will see the completion of the repair works as quickly as possible but will have an impact on future work programmes.

c) Statutory Responsibilities

This option is considered aligned with statutory responsibilities and is in alignment with NZTA funding guidelines.

d) Consistency with Policies and Plans

This is not consistent with the procurement and tendering policy and is required to be approved by Council.

e) Participation by Māori

The options have not been identified as requiring specific engagement with Maori.

f) Community Views and Preferences

The options have not been identified as requiring engagement with the community.

g) Advantages and Disadvantages

The primary advantage of this option (relative to option 1) is that it leaves more budget available in the adverse events fund for future use. The primary disadvantage with this option is that it will defer planned 2019/20 structural work and increase risk on the asset.

Option 3 Approve use of up to $400,000 from the Adverse Events Fund to support Councils contribution to the costs of repairing December storm damage, and require normal procurement processes to occur.

a) Financial and Resourcing Implications

This option is considered to have the lowest financial impact on the organisation and rate payers as it is the only option whereby Council will receive maximum external funding support.

b) Risk Analysis

c) Alignment to Project Thrive and Community Outcomes

This option provides an adequate funding mechanism to deliver works but will slow the delivery of those works through long procurement processes. These processes will decrease the NZTA funding portion as works are dragged out past June 30.

d) Statutory Responsibilities

This option is considered aligned with statutory responsibilities and is in alignment with NZTA funding guidelines.

e) Consistency with Policies and Plans

This is consistent with the procurement and tendering policy wording, but not the intent.

f) Participation by Māori

The options have not been identified as requiring specific engagement with Maori.

g) Community Views and Preferences

The options have not been identified as requiring engagement with the community.

h) Advantages and Disadvantages

The primary advantage of this option is that it will not have an impact on budgets (other than the draw down of the adverse events fund) and will not impact future works programmes. The primary disadvantage is the length of time required for procurement will make completing the required works before July impossible which will increase the cost to ratepayers.

Option 4 Use available funds within the Land Transport budget from projects/programmes planned to be carried forward into 2019/20 and require normal procurement processes to occur.

a) Financial and Resourcing Implications

b) Risk Analysis

c) Alignment to Project Thrive and Community Outcomes

d) Statutory Responsibilities

This option is considered aligned with statutory responsibilities and is in alignment with NZTA funding guidelines.

e) Consistency with Policies and Plans

This option is consistent with the procurement and tendering policy wording, but not the intent.

f) Participation by Māori

The options have not been identified as requiring specific engagement with Maori.

g) Community Views and Preferences

The options have not been identified as requiring engagement with the community.

h) Advantages and Disadvantages

The primary advantage of this option is that it will ensure reserves are left in the adverse events fund for future needs. The primary disadvantage is that it will require lengthy procurement processes which will impact the ability to deliver work and receive NZTA funding. A second disadvantage is that it will result in carry forward of some of 2019/20s programme increasing the risk to the asset.

Recommended Option

This report recommends Option1, to approve use of up to $400,000 from the Adverse Events Fund to support Councils contribution to the costs of repairing December storm damage, and to delegate authority to the Chief Executive to expedite the procurement of services to support repair works, for addressing the matter.

NEXT STEPS

If the funding and procurement approach is approved, and following the official approval from NZTA, officers will develop the detailed programmes of work to take to market and will regularly update Council regarding the progress of the physical works.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That Council approve the use of up to $400,000 from the Adverse Events Fund to support Councils contribution to the costs of repairing December storm damage.

b) That Council delegate authority to the Chief Executive to expedite the procurement of services to support repair works.

Council Meeting Agenda 28 February 2019

8.5 Adoption of Footpath Policy

File Number: COU1-1400

Author: Josh Lloyd, Group Manager - Community Infrastructure and Development

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Footpath Construction Policy ⇩

PURPOSE

The matter for consideration by the Council is the adoption of the New Footpath Policy.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) Council adopt the Footpath Construction Policy.


compliance
Significance	This matter is assessed as being of some importance
Options	This report identifies and assesses the following reasonably practicable options for addressing the matter: 1. That Council adopt the Footpath Construction Policy. 2. That Council do not adopt the Footpath Construction Policy.
Affected persons	The persons who are affected by or interested in this matter are Council Officers (particularly those managing contracts in the Land Transport Team), Contractors, ratepayers (particularly those in urban areas).
Recommendation	This report recommends option 1 for addressing the matter.
Long-Term Plan / Annual Plan Implications	No
Significant Policy and Plan Inconsistencies	No

BACKGROUND

In 2018 Council resolved to create a policy that would see ongoing investment in the creation of new footpaths in the district. This was on the back of ongoing requests from various communities about the need for new footpaths and was bolstered by NZTAs policy change providing new funding for footpath construction.

A weighted multi-criteria decision too has been created to enable officer to prioritise investment. All areas of the district being considered for new footpath construction (either through customer requests or by Council network analysis and assessment) are prioritised using the tool and this approach is set out in the Policy recommended for approval.

If adopted, the Footpath Construction Policy will supersede the existing Footpath Policy, which says:

Council will provide, in the fullness of time, every street within the residential areas of all serviced townships with at least a footpath on one side of the street.

SIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as of some importance due to the known level of public interest in Councils decisions to invest in new footpaths and the need to balance priorities across different communities and different needs.

OPTIONS

Option 1 That Council adopt the Footpath Construction Policy allowing officers to programme construction of new footpaths before the end of the financial year as prioritised by the tool referenced in the Policy.

a) Financial and Resourcing Implications

This option does not require the use or creation of any additional funds. Council has existing funds in the land transport budget for footpath maintenance and creation. Historically the entire budget was spent on maintenance but with additional NZTA funding it means there is some available for new footpaths.

b) Risk Analysis

The primary risk is unavoidable and is the risk of disappointing residents whose sections of footpath are not prioritised using the Policy and tool in year 1.

c) Alignment to Project Thrive and Community Outcomes

This option is considered aligned to desired community outcomes and to project THRIVE by connecting citizens.

d) Statutory Responsibilities

Council are required to demonstrate rigor in investment decisions to its investment partner NZTA. This option is considered to be a demonstrably rigorous and transparent means of prioritising investment and will be supported by NZTA.

e) Consistency with Policies and Plans

This option is consistent with Councils Long Term Plan and Annual Plan budgets and investment programme. The creation of a Policy to direct future investment is consistent with approaches for other processes Council processes.

f) Community Views and Preferences

This option has been created specifically to meet the needs of residents and to prioritise investment in a fair, consistent and transparent manner. The views of the community have been reflected in the weighted criteria of the model/tool that is at the heart of the Policy.

g) Advantages and Disadvantages

The primary advantage of this option is that it fairly and transparently prioritises investment in footpaths in line with stated community needs.

The primary disadvantage is the potential for some residents to disagree with the prioritisation approach.

Option 2 That Council do not adopt the Footpath Construction Policy

a) Financial and Resourcing Implications

b) Risk Analysis

The primary risk with this option is the potential inability for Council to demonstrate and justify its decision-making process for prioritising investment in footpaths. There is also a likelihood that if the current Policy is not approved and an additional policy is required that the time taken to write the new policy would delay the construction of new footpaths.

c) Promotion or Achievement of Community Outcomes

Not adopting the policy does not align with community outcomes of Connecting Citizens.

d) Statutory Responsibilities

Council are required to demonstrate rigor in investment decisions to its investment partner NZTA. If the Policy is not approved then another means will need to be found to demonstrate how investment is being prioritised.

e) Consistency with Policies and Plans

It is possible to remain consistent with the LTP and Annual Plan and still invest in footpaths within budget if the policy is not adopted.

f) Community Views and Preferences

By not accepting the policy and the criteria-based model, the views and preferences of the community may not be being followed.

g) Advantages and Disadvantages

The primary advantage of not adopting the policy is the ability to remain more flexible in how investment decisions in footpaths are made.

The key disadvantage is the likely inability to be able to communicate and demonstrate a fair and transparent decision making and prioritisation process.

Recommended Option

This report recommends option one, that Council adopt the Footpath Construction Policy for addressing the matter.

NEXT STEPS

If the Policy is approved then officers will begin utilising the model to prioritise footpath sections for construction. A draft version of the model has already been run and an initial assessment and feasibility study of the prioritised routes completed. Following confirmation of the model outputs, officers will engage the contracting market to begin construction of the new footpaths and will communicate the approach and process with the public.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) Council adopt the Footpath Construction Policy.

Council Meeting Agenda 28 February 2019

8.6 Order of Candidate Names on Voting Documents for 2019 Election

File Number: COU1-1400

Author: Leigh Collecutt, Governance and Support Officer

Authoriser: Monique Davidson, Chief Executive

Attachments: Nil

PURPOSE

The matter for consideration by the Council is to obtain a decision on the order of candidate names on voting documents for the 2019 Local Body Elections.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That Council resolve to order candidate names by random order on voting papers for the 2019 Local Body Elections.


compliance
Significance	This matter is assessed as being of some importance
Options	This report identifies and assesses the following reasonably practicable options for addressing the matter: 1. Resolve to order candidate names by alphabetical order of surname 2. Resolve to order candidate names in a pseudo-random order 3. Resolve to order candidate names in fully random order
Affected persons	The persons who are affected by or interested in this matter Candidates who run for the Central Hawke’s Bay District Local Body Election.
Recommendation	This report recommends that Council specify a preferred option for addressing the matter.
Long-Term Plan / Annual Plan Implications	No
Significant Policy and Plan Inconsistencies	No

BACKGROUND

Prior to the Local Electoral Act 2001, candidates’ names were required to be listed on the voting documents in alphabetical order of surname.

Regulation 31(1) of the Local Electoral Regulations 2001 now allows the Council to decide on whether the names are to be arranged on the voting documents in alphabetical order of surname, pseudo-random order, or random order.

Random order for voting papers has been increasingly adopted by local councils. Out of a total number of 118 Territorial Authorities, District Health Boards and Licensing Trusts in the 2016 election, 55 used random order, 54 alphabetical and 9 pseudo-random.

SIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of low importance because it is primarily an administrative issue.

OPTIONS

The options for the order of candidate names on voting papers are as follows:

Option 1) Alphabetical Order by Surname

Candidates’ are presented by surname, in alphabetical order from A to Z.

Option 2) Pseudo-Random Order

Under this arrangement, the candidates’ names for each issue are placed in a hat (or similar receptacle), mixed together, and then drawn out of the receptacle, with candidates’ names being placed for all voting documents for that issue in the order they are drawn.

The regulations provide that if a council has determined that pseudo-random order is to be used, the Electoral Officer must state, in the public notice required to be given, the date, time and place in which the order of the candidates’ names will be arranged. Any person is then entitled to attend while the draw is in progress.

Option 3) Random Order

Under this arrangement, the names of the candidates for each issue are shown in a different order on each and every voting document, utilising software which enables the names of candidates to be printed in a different order on each paper.

The following analysis applies to all options.

a) Financial and Resourcing Implications

There are no specific financial or resourcing implications of this option. Voting papers will be produced within existing budgets and there is no specific cost associated with any of the options. Technological developments for the printing of ballot papers has greatly improved for the production of random order voting papers, so that there is no difference in either cost or quality for the printing of alphabetical or randomised voting papers.

b) Risk Analysis

There is no risk associated with the options. However, there is some perception that Alphabetical Order of Surnames provides an advantage to candidates whose surnames fall early in the alphabet.

c) Alignment to Project Thrive and Community Outcomes

There are no specific Community Outcomes to consider when making this decision.

d) Statutory Responsibilities

Council has the ability under s 31 of the Local Electoral Regulations to make a decision on the order of candidate names. If no resolution is passed by Council, the default order will be alphabetical.

e) Consistency with Policies and Plans

There is no specific alignment with policies or plans to consider for this decision.

f) Participation by Māori

There is no specific Maori engagement required for this decision to be made.

g) Community Views and Preferences

This primarily affects candidates standing for Central Hawke’s Bay District Council. There are no known community preferences for the order of candidate names on voting papers.

h) Advantages and Disadvantages

There is some research on voting patterns which indicates that candidates with a surname starting at the top end of the alphabet may have a slight advantage over others with a lower alphabetical ranking. It is considered better electoral practice to adopt measures that treat all candidates equally

Recommended Option

This report recommends option one for addressing the matter

NEXT STEPS

Once Council has determined a preferred option, the Council’s Electoral Officer will be informed of the outcome of the decision. Candidate names on voting documents will be ordered in the manner decided by the Council.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That Council resolve to order candidate names by random order on voting papers for the 2019 Local Body Elections.

KIA ORA from the chief executive

E ora ngātahi ana –
together we thrive.

This report provides an update of the organisations activity over the December – January period. You will read in this report a snapshot of the significant work that is progressing and the many challenges and opportunities ahead of us.

At the end of 2018 Council staff joined by Elected members celebrated the years achievements with a Christmas Breakfast and the annual Together we Thrive Awards.

These awards aim to celebrate excellence and while the whole organisation is to be acknowledged for their hard work and commitment to the roles I have included the winners of each category within this report to allow their success to be publically acknowledged.

The Lorde Award for Outstanding Newcomer. Te Toru Manakura (Outstanding)	Darren De Klerk
The Dame Te Atairangikaahu Award for fostering partnerships and living the value of "Working Together". Te Tohu Mahitahi (to cooperate, collaborate)	Christine Renata The District Plan Project
The Bruce McLaren Creative Solutions Award for "Thinking Smarter". Te Tohu Auaha = to shape, create, form, fashion, to be creative, innovative.	The Building Consent Team
The Jean Batten Award for consistent delivery and operations excellence. Te Tohu Tuhara (to discover, disclose, bring to light, unearth, open up, explore).	Susan Blair
Hillary Award for exceptional leadership. Te Tohu Manukura (a person held in high esteem, leader in council, leader)	Murray Lougher
Te Kaunihera o Tamatea Award for Customer Excellence. Te Tohu Tupore (to care for, look after, treat kindly)	Sharon Tristam
The David Stiles Award for going above and beyond the call of duty. Te Hohu Hiringa (perseverance, energy,determination, inspiratin, vitality, drive, heart and soul).	John Carter
The Jake Bailey Award for inspiring the Spirit of Central Hawke's Bay District Council. Te Tohu Whakaawe (to enthuse, inspire, infuse, sway).	Themba Ncomanzi

As I reflect on 2018, and review the 2019 work programme I am reminded of how far we have come as an organisation, but how far we still have to go to deliver on our vision of Thrive.

The next 12 months reflects an ambitious work programme that will continue to challenge the organisation to put our three DNA principles at the core of how we work – working together, customer excellence and thinking smarter.

While 2018 has been about change, 2019 is about consolidation, it’s about doing what we said we would do or we already know we have to do and making sure we do it well. A journey we should continue to be excited about.

Governance and leadership

Citizenship Ceremony

A citizenship ceremony was held on the 13^th December. 12 residents of Central Hawke’s Bay made an oath or affirmation to become citizens of Central Hawke's Bay and New Zealand. Her Worship the Mayor welcomed the new citizens and thanked them for becoming a part of our Thriving Community. The next ceremony will be held on 10^th April.

Waipawa Building Society Scholarship

Recipients of the Waipawa Building Society Scholarship were announced and presented with their scholarship letters at the 13th December Council meeting. The recipients for 2018 were Jack Ward, Esther Jenkinson, Maggie Peacock, Bree White and Breanna Winchester.

Howard Estate Advisory Board

Along with representatives from Tararua and Wairoa District Councils, Councillor Tim Aitken worked through an appointment process to nominate Richard Hilson as the Rural Bodies Representative on the Howard Estate Advisory Board. This recommendation was endorsed by Council at the 13th December Council meeting.

Social and economic Development

Community Funding

Rural Travel Fund

Central Hawke’s Bay District Council administers the Rural Travel Fund on behalf of Sport New Zealand and is designed to help subsidise travel for junior teams participating in local sport competition. The fund, closed on 14 December and the assessment committee met on 14 January 2019 to allocate the funds. This year $9,950 was awarded to three local schools and two sports clubs.

Community Pride and Vibrancy Fund

The fund is currently open for applications, and these will be assessed as and when required by council’s Community Development Committee.

The Community Pride and Vibrancy fund seeks to support community opportunities to create pride and vibrancy in Central Hawke’s Bay. The fund support projects that are an activity, programme or development that will occur in a public space and promotes our Community to THRIVE.

Two applications to the fund has been received to date.

Creative Communities Scheme

Central Hawke’s Bay District Council administers the Creative Communities Scheme on behalf of Creative New Zealand and provides funding to communities so New Zealanders can be involved in local arts activities. The fund, which has a pool of $10,904 to distribute, opened for applications on Monday 21 January 2019 and will close on Friday 15 February 2019.

Community Christmas Parade and Carnival

This free festive family fun day was held on Saturday 8December.2018 in Waipukurau .The day began with the Christmas Parade which saw 24 floats make their way down Ruataniwha Street to Russell Park where a large crowd enjoyed food and entertainment concluding with the official prize giving, and an extremely popular visit from Father Christmas.

Mayor’s Taskforce for Jobs Graduation Ceremony

The Mayor’s Taskforce for Jobs Graduation Ceremony recognises the achievements of Industry Trainee’s and

Apprentices who have achieved their qualification during the year, and give’s families, friends and employers

the opportunity to celebrate their success. It is also a chance for applaud employers who show commitment to training and investing into the lives of their staff.

This year’s event, which was held at the Civic Theatre on Monday 3^rd December, was extended to involve local

EIT students and saw over 85 students cross the stage to receive their certificate from Her Worship the Mayor

Alex Walker.

Community Wellbeing Strategy

Central Hawkes Bay Community Reference Group

The Community Reference Group provides strategic leadership to agencies and organisations delivering programmes in Central Hawke’s Bay and provides a consistent and coordinated approach to result in an improved social well-being of Central Hawke’s Bay residents A key focus for the group is improving collaboration and outcomes for our families and council facilitated a workshop in December with local service providers to gather information from those working in the community with our whanau. This information will inform the work of the Community Reference Group who next meet on Monday 4^th March 2019.

Safer Central Hawke’s Bay

The Safer CHB governance group held their bi-monthly meeting on 10 December 2018.

Jae Sutherland, Hawkes Bay Civil Defence Emergency Management gave a presentation on the Porangahau and Surrounding Areas Community planning project which has been completed. Individual workstreams of Safer CHB continued to meet as scheduled.

Positive Ageing

The final meeting of 2018 was hosted by Woburn Home. Members were given a tour of the facility by Manager Tracy Ivamy as well as an in insight into the operation of the Rest Home and the care that their residents receive.

A workplan development workshop has been scheduled for 12 February 2019.

The group also collaborated to organise a trip for elderly Central Hawke’s Bay residents to visit the Takapau Christmas Lights House. Many elderly people are either unable to drive or have lost confidence to drive at night. Transport to and from the Christmas Lights House from Waipawa and Waipukurau was provided by partner organisations, eliminating these two barriers and allowing the party of 24 elderly residents and 6 volunteers to enjoy a special evening out.

Youth Development

At the last meeting of the Youth Development group representatives from Oranga Tamariki were invited to discuss changes to the allocation of funding into Central Hawke’s Bay for Vulnerable Young People. Two funding contracts were up for review and the Youth Development utilised the opportunity to discuss the Youth Development vision for Central Hawke’s Bay.

Unfortunately, the funding that was previously invested in the community via CHB Family Services has not been re-allocated to Central Hawkes Bay. However, the funding that was previously allocated to the Hastings YMCA to provide holiday programmes into Central Hawkes Bay for at risk youth has now been re-allocated to Aqua Management Ltd

CHB Disability Reference Group

The Hawke’s Bay District Health Board are currently developing a Disability Strategy. Shari Tidswell, Equity and Intersector Development Manager from the HBDHB presented the draft document to the group. Feedback was provided from the group and a re-draft of the document, estimated to be completed by the end of January, will be bought back for further consultation.

A workplan development workshop was scheduled for Wednesday 20 February 2019.

Social Housing

Significant work continues in the background supporting social housing and the Ministry of Housing and Urban Development.

Staff are working proactively with Ministry Officials to support a new Community Housing Provider to provide Housing to those most vulnerable in the community. We are also planning for new build locations with the Ministry for Central Hawke’s Bay, with a meeting planned for early late in March.

Staff are also providing support to the Ministry on a local solution in response to a new programme called Housing First that provides wrap-around services for those most vulnerable in our community. We expect to further hear from the Ministry on progressing this new programme as part of a regional approach in the first quarter.

A draft Social Housing Strategy will be presented to Council at a workshop on 14^th March.

Great example of Community Facilitation

Thanks to Matt from Expresso Loco for the 'cups up' for highlighting accessible car parking at the Waipukurau Train Station.

Many able bodied people didn't notice the Kiwirail mobility car park not marked in blue, creating challenges for those less able bodied. Now marked up in blue thanks to our roading team while painting other car parks in town, the park is now clearly identifiable.

This new mobility carpark complements a project completed last year with the Disability Adivisory Group, which lists all of the mobility car parks available in Waipukurau.

Provincial Growth Fund

Central Hawke’s Bay’s Provincial Growth Fund opportunity is now much clearer after progress was made over December and January. At this time officers are focussing on two projects currently to the Provincial Growth Fund. These are :

Nga Ara Tipuna - Waipukurau Pa Site Interpretation

Work has now begun on the business case for Nga Ara Tipuna, with this work to be completed by April 2019.

On the advice of Senior Provincial Development Unit Officials, and with the blessing of hapū stake holders, applications for the next stage including the construction of pou whenua and whare korero, interpretative signage, digital assets, will now go into the next round of PGF funding (June 2019), pending positive reception of the indicative business case.

Exploring central Hawke's Bay's Economic Development Opportunities

Officers are working with consultants to refine the scope and brief for this foundational assessment work. MBIE expectations are that this work is considered rather than hurried for the sake of March PGF announcements. Therefore, our revised time frame is that this is completed by June 2019.

Other Regional and District priorities

Alongside directly project managing Nga Ara Tipuna Business Case and the economic opportunity assessment we will continue to provide support and advocacy at the officer level for the following regional priorities to ensure that Central Hawke’s Bay is represented in any future funding packages:

· Water security for sustainable economic development

· Roading and transport infrastructure

· Digital connectivity.

Work is also continuing at a regional level to prepare for an initial Hawke’s Bay regional funding package announcement.

Under Secretary Visit to Central Hawke’s Bay

A visit to the District by the Under-Secretary Fletcher Tabuteau and Senior Provincial Development Unit Officials is currently in planning, for late February to spend time with Mayor Walker discussing our district’s PGF priorities.

Central Hawke’s Bay Tourism Co-ordinator Update

We are in our busy period for tourists and visitors with lots of events on locally and visitors coming through Central Hawke’s Bay for events in Hawke’s Bay.

Our Hawke’s Bay Tourism Co-ordinator has been working hard to encourage our local retailers and operators to put the welcome mat out and maximize this traffic. Local accommodation providers are busy too, which is great.

The 60 Days of Summer campaign is going really well. Through this online campaign, our Hawke’s Bay Tourism Co-Ordinator has been able to get out about meeting more operators, venues and cafes as we are essentially giving them free promotion. This has worked well to get more people engaged and keen to work together to promote Central Hawke’s Bay. We are hpoeful this will lead to an increase of local HBT members.

Facebook results from the 60 Days of Summer campaign, since 1 January show just under 8,000 post engagements, being clicks, likes, comments a 12,280 post reach. This is a fantastic result, increasing our online profile for Central Hawke’s Bay.

Little Easy planning has started and tickets are on sale, Little Easy is on Good Friday, 19 April.

Finally, the latest visitor spending statistics just released by Hawke’s Bay Tourism show that in the 12 months to November 2018 Central Hawke’s Bay is leading all other districts with spending up 14.5% on the year before.

Central Hawke’s Bay Promotions

Councillors will recall that early last calendar year we advised CHB Promotions that their contract for Visitor Information Services would only be renewed for one year from 1 July 2018, while Council determined a strategic approach to Visitor Information Services due in March 2019.

The Board have requested that Council consider the contract ahead of the completion of the strategic review for Visitor Information Services, with CHB Promotions being given notice that the contract will not be renewed beyond 30 June 2019.

Planning is now underway for the transition of Visitor Information Services to a new format, with a view to transfer existing staff to Council for the operation of the service.

Drinking water

Otane Alternative supply

Construction in Otane has been completed as part of development work in the area. This 150m section is the first in the total 6km of new pipe to be installed to improve security, capacity and redundancy. The concept design for the entire project has been completed with detailed design underway and an intent to take to market in April for a June construction start date (within orginal timeframes).

Waipukurau Second Supply

A test bore was drilled at the consented location in January that produced no water. A second consent application has been lodged for two further sites on the same property. Testing of neighbouring bores gave confidence of water volumes in the area. The new test bores will be drilled at a larger diameter (300mmm) to allow greater water-bearing capability and the option of direct use as production bores. The next phase of the project (pipe alignment and reservoir construction) are dependent on this stage 1 (fidning water).

Takapau & Porangahau Water Treatment Upgrades

These two projects were approved for combined procurement in December and were released to market before Christmas. There has been positive interest in the projects from NZ and Australian contractors and tenders close on 21^st February. An important element of the next stage of the project (beyond contract award) will be engagement with the two communities. Officers are confident of a 2019 completion for both sites with Takapau programmed slightly ahead and Porangahau to be completed towards the end of 2019.

Pipe Renewals

Porritt Place water renewals were completed in January with positive feedback received for the contractor (Higgins). The project was completed on time and within budget. Mackie and McLean Streets in Waipukurau are currently out for tender with a high level of interest received.

SH2 Bore Field Upgrade

Council has finalised design and will release the project to market on 18^th February. Officers acknowledge risk to the project timeline through the unknown quality of existing bores that experienced failure in November 2018. A full assessment of the potentially damaged bores cannot be carried out until March making timelines to procure new pumps and construct the project very tight.

wastewater

Takapau WWTP Upgrade

HBRC have granted the requested consent extension to 31 October 2021. Officers will begin the process of defining outcomes and evaluating options for the future of wastewater in Takapau and this will logically involve the establishment of a community reference group and will pull on learnings from the Waipukurau, Waipawa, Otane project.

Waipawa Trunk Sewer Main Renewal

A procurement plan will be taken to Council on 28 February to release the project to the open market. The detailed design is being finalised and will be ready for market in March. Stakeholder engagement with the known effected landowners will commence in March.

Waipukurau and Waipawa (and Otane) WWTP Upgrade

The project reference group met for the 5^th time In February and progressed to a formal evaluation of options and for the first time introduced indicative costs for each option. The project technical working group are further progressing the shortlisting of options with an intent to bring a preferred option to the reference group in March.

Officers are working with HBRC to confirm the process for submitting the required report to the Environment Court in June. Stormwater

STORMwater

Helicoil Pipe Replacements

A tender is in the market for two prioritised sites in Waipukurau (Jellicoe and Francis Drake Streets). Construction is expected to start on the replacement of the poor condition pipes at the end of March.

Resource Consent – High Risk Site Assessments

As part of the resource consent issued by HBRC, CHBDC must identify high risk sites as assessed against risk criteria contained in the consent. In October Stantec published a report to Council identifying and prioritising high risk network sites. Risk was graded primarily on the likelihood of sites discharging contaminants harmful to the environment and the resulting list of high risk sites contained 14 listed sites.

The list of high risk sites will inform further programmes of work including engagement with the site owners and further assessment of stormwater discharges with a focus on awareness and education.

Waipukurau Stormwater Network Improvements

Modelling for stormwater flows and network design/capacity in Waipukurau was completed in February. From e modelling, several projects have been identified to address known and proven issues with stormwater management with a focus on the CBD area. Design of solutions is being completed with a procurement plan to be presented to ELT in March. Importantly, the designed solutions are being progressed in conjunction with the Lnd Trasport Team and the replacement of land transport assets.

Land transport

Favourable weather has meant excellent progress on planned capital and maintenance programmes over the December – January with the planned programme for network re-seals was completed ahead of schedule at the end of 2018.

Corrective work to repair roads, bridges and culverts from the September and December rain events remains a priority for the team and our Professional Service partners Stantec along with key contractors Higgins and Downer. The majority of September damage has bene repaired with a limited number of larger more complex sites remaining, most of which are designed and issued to contractors. There is confidence that this work will be completed within the financial year in order to secure the additional NZTA Funding above our normal FAR. The damage caused by the Decmeber event is much smaller in volume with only a handful of sites but some requiring significant work to repair. Rotohiwi Road in particular is requiring significant assessment and design. A retreat of the road is the preferred solution and will require purchase/acquisition of land and major earth movement. It is unlikely that all corrective work from the December event will be completed before end June 2019 and Council are beginning a discussion with NZTA nationally about a change to their emergency funding policy.

Emergency management

CDEM Capability Improvement

Following on from the capability assessment earlier in 2018 the corrective action plan is now 55% complete with improvements to Emergency Operations equipment, additional ICT resource made available, and dedicated communications links established. Deployable kits are now complete and are due to be tested as part of the exercise in March.

A new CDEM staff roster/structure has been finalised to ensure response staff are identified, and appropriate training is made available to staff members. Basic CDEM concepts training has been run for 28 of the listed staff (in CIMS function roles) and a Tier One exercise will run on Tuesday 5 March with the intent as per below:

	Exercise Objective	Key Performance Indicator (KPI)
OB1	Staff are inducted into the Council Emergency Operations Centre (Chambers)	· Staff receive a health and safety briefing in the Emergency Operations Centre · The purpose of the centre is explained
OB2	Staff set up and establish basic operations in the Council Chambers to be able to deliver a Level Two response to an emergency event	· The Emergency Operations Centre (EOC) is physically set up and functioning · Basic situational awareness is established (via mentor training) · A briefing is delivered by the Controller
OB3	Staff understand their CIMS role to the extent of where it fits in the overall response structure and what their deliverables are, and how it fits in the wider scheme of Council activities	Staff participate in a desktop exercise and can explain what their function role is responsible for The participant group engages in discussion around Business-as-usual Continuity of service and identifies potential risks posed by emergency response requirements/resourcing

Omakere Repeater Site

The new UPS batteries have been installed in the Omakere repeater site, boosting resilience to the Council VHF network and ensuring continuity of operations following an emergency. This work was completed by HBCDEM staff members.

The next stage in improving VHF capability is the relocation of base radio sets in the Waipawa Offices to enable better access and visibility for staff. The emergency management advisor will also be travelling around Central Hawke’s Bay over the next couple of weeks testing some of the community-based radio sets in conjunction with Fire and Emergency New Zealand.

Community Resilience Planning

With the recent departure of Jae Sutherland the HBCDEM Office are in the process of interviewing for a replacement Emergency Management Advisor - Community Resilience, who will be assigned to work with the Council.

Following the success of the Porangahau Community Resilience Plan, the next area of focus will be Blackhead Beach north through to Elsthorpe, and the initial planning for this project has commenced at the HBCDEM Group Office, utilising the team leader and the operations EMA already assigned to Central Hawke’s Bay. This will require some discussions with staff about the best way to address the geographic area, whether this will require one collective, or two separate plan..

recreation and communities group

Central Hawke’s Bay District Libraries

Some Community Partnerships and Programmes Highlights

Paul Hunter Centre Visits

As part of our ongoing partnership with schools, community groups and agencies, we took our digital roadshow to the Paul Hunter Centre Waipukurau.

Residents and staff cooperated on a number of iPad-based team activities. Most popular was the Kahoot online quiz that we wrote specifically for the visit. Similarly, to our rest home visits, we have been invited to make this a regular event.

Holiday Programme Activities

As well as stop motion, there were also, the popular, performances in each library from Zappo the Magician, Beeswax Wraps, various Christmas arts and craft activities, storytelling, OSMO play, LEGO maze building and scavenger hunts.

Images: (left to right) – Paul Hunter Centre Visits in action, the two images to the right show the Holiday Programme in action.

Stop Motion Animation

This programme was run with schools during the term and as part of the summer reading event. In the case of schools, students came to the library regularly and worked on their movies – crafting and editing their work as they became familiar with the application and its techniques. Green screens were made which allowed the children to shoot their movies in front of scenes they chose from an online library.

During the holidays, a session was also run in each library. The classes were oversubscribed but all children got a taste for this activity and produced their own short.

Knitting, Sewing and Books

What do these have in common you may ask??

The library runs monthly book clubs, sewing lessons, knit, and natter sessions. These sessions are well patronised and the impact of them is wide reaching. The book clubs give the staff opportunities to hear book reviews that help us with reader advisory and recommendations.

The sewing lessons are providing an opportunity for those attending to learn new skills, which have been not passed down by past generations, and providing the participants the opportunity to grow their self-confidence.

Knit and natter sometimes is more natter than knit but for those attending it has given them an opportunity to meet new people and make new friendships.

This group have formed their own support network and will check up on members if they do not attend to ensure that they are all ok. Therefore, the common theme here is community engagement in its many forms

Library Website and online presence

Use of our chblibrary.nz website over the quarter has been pleasing, with a high percentage of new visitors mainly accessing the website through google search, showing active seeking out the libraries services.

An average session duration of over 2 minutes, paired with an average of 2.31 page views per session, indicates users are also remaining on the website sufficiently long enough to absorb information. We have utilised this, updating the home landing page to advertise various events or share announcements throughout the quarter.

The website is also proving a useful tool to refer library users for up to date information or details about our services. There has also been plenty of interaction with users, sharing some of the online features available, particularly our new online catalogue (OPAC) Enterprise by Kotui.

Visits to Kotui show strong numbers, with 634 unique visitors, and over 18,000 page views, with each page view belonging to an individual title or item). Total visits to both the library website and Enterprise for the quarter are 2034, attaining nearly half our yearly goal in a single quarter.

places and open spaces

The focus for this activity during the period continues to remain on ensuring operational delivery of parks, property and open spaces, under the new Community Facilities and Infrastructure Maintenance Services Contract.

The role of Places and Open Spaces Manager has now been filled with Jennifer Leaf starting in the role in late March.

With Ben Hunt now on board as our Places and Open Spaces Officer, providing the first dedicated resource for this activity in some months, the focus turns to delivery on the small renewal and capital projects for the 2018/19 year to see their successful delivery in 2019.

Summer Camping - Coastal Locations

Camping over summer kept staff and contractors busy. Considerable effort was put into Pourerere Beach in particular in the lead up to Christmas the manage the challenges between residents and campers. This included additional signage, newsletters, meeting with residents and camping groups, installation of judder bars and toilet changes.

There has been a mixed response to the success of the season, with some people commending Council on initiatives such as judder bars to slow traffic, yet others frustrated about this new addition.

A review of the summer season is planned in March.

ANZAC Day and Easter Weekend

Our focus is already turning to preparations for Anzac Day and Easter Weekend. We have a full schedule of wash-downs and tidy ups of Cenotaph’s and Memorials planned ahead of ANZAC day.

Project Planning

Work has also began on scoping and delivering a number of notable projects. These include:

· Upgrades to the Central Hawke’s Bay Municipal Theatre HVAC

· Painting at the Central Hawke’s Bay Municipal Theatre

· Completion of the Russell Park Multi-sport Turf surrounding area

· Wheelchair access ramp to the Nelly Jull Band Rotunda

· Upgrades to the camping facilities at Te Paerahi

· Painting at the CHB Early Settlers Museum

Compliance, Health and Animal Services

Over the course of the last calendar year, we have laid the groundwork for engagement with the community and ensuring that messaging around types of non-compliance that are not acceptable. As we have progressed, we have prioritised certain areas (dog registration is an example), where we have infringed a number of dog owners. This increased visibility has been positive, with more issues being reported to us for action. This has included an increase in dog attacks over the summer months, with Council pursuing a range actions from infringements, classifications and prosecutions.

As noted, this year we have put in a significant amount of work contacting owners with un-registered dogs to ensure that they get registered. At the beginning of the process we had numerous dogs unregistered, which left us at about a 94.5% registration rate, with our Long-Term Plan Key Performance Indicator being 95%. Following a proactive follow up by staff, we now have a 97.7% registration rate. Next year, we will be focussing on identifying unregistered dogs that are currently not in our system (the unknown unregistered dogs).

We have begun a significant piece of work to build documented processes, structures and training for the team. This includes organising training workshops for when new staff are onboard, focussing on our legal powers and obligations (Dog Control Act, Animal Welfare Act and Animal Welfare Regulations). Recruitment is underway for two new key roles to support this area, with the aim to have the roles appointed by early February. This will add much needed capacity to the team and address basic health and safety risks to the organisation.

We are working through options to fill this critical role.

Buildings and regulatory

Following on from our successful accreditation audit with MBIE in November, the BCA went through a very busy pre-Christmas period. All Building Consent Officers were offered overtime, with many of the team adopting this and working longer hours to help manage the workload. Following a quiet Christmas break, the team are back at work and managing a high number of consents. The team are managing this through overtime again and we will look to send some consent processing out to Comply NZ to help with the overflow. The BCA is committed to maintaining our consistency to meet the 20 day working day processing timeframe.

Two Building Control Officers, Duncan Renner and Nigel Moore, will be studying at Otago Polytechnic this year for their Diploma in Building Surveying, a requirement of the Building Act 2004. Mr Renner has one more year and Mr Moore starts his first year of two in February. We are excited for the opportunities that this study provides our officers, and will help the team manage the study requirements alongside the pressures of the busy office environment.

Unfortunately, we have not been successful in recruiting a Territorial Compliance Officer to help manage the swimming pools, BWOFs, Compliance Schedules and Earthquake Prone Building processes. We are looking within the organisation to see if there are any current employees who may wish to make a move into this role and in the meantime will be allocating these tasks amongst the team. The completion of the first round of swimming pool audits by the end of 2019 is our first priority. MBIE will be in house in March to undertake an audit on this process.

Our Planning team continues to operate understaffed as well. After three rounds of recruitment we are unable to entice any resource consent planners to apply for the role. Our planner, Brandon Baillie, continues to hold the fort in a professional and efficient manner, with Opus Consultants and Mitchell Daysh helping out with consultation services. Of note, the Te Mata Mushrooms resource consent application has been received, proposing the farm and compost facilities move to Mt Herbert Road. Phil McKay from Mitchell Daysh is our consultant planner processing this for us and any questions can be directed to Alison Francis. The team are committed to improving our service to our customers and raising the number of consents processed within the 20 working day timeframe.

With the retirement of Miriam Squire, the service to provide Land Information Memorandum (LIMS) has moved into the Consents team. Bridget Cover has picked up extra hours to manage this process and we will continue to monitor the efficiency of this throughout the year to see if we need to increase Bridget’s hours.

Waipawa and DIstrict centennial memorial Pool redevelopment

The Waipawa Pool Project is a two-stage project, with Stage 1 being the installation of a new pool and filtration.

The project was considered as part of the 2018 – 2028 Long Term Plan, following the Waipawa Pool being unable open for the 2017/18 summer season due to considerable age-related defects. Council approved funding of $650,000 that initiated the project in May 2018. Phase 1 of the project has three key objectives/success criteria:

1. To provide clean, safe, reliable and accessible bodies of water for recreation and active water sport in Waipawa by 1 December 2018.

2. To enable facilities that will provide a unique ‘Central Hawke’s Bay’ range of activities and opportunities based in Waipawa that will double historical attendances within the first 12 months of operation.

3. To develop an overarching master plan for Waipawa Pool and surrounds that has the approval of the community for future implementation by 1 July 2020.

The project team is made up of staff, specialist external support and community members. The project is being managed with the support of specialist project management and aquatics support. Oversight of the project and the community-funding portion of the project is being led by a Community Reference Group made up of Council staff and members of the Central Hawke’s Bay Community.

Programme and Objectives

The first objective of the project to have a pool open by 1 December 2018 was not met.

Due to delays outside of the Contractors control the pool had major delays being shipped from its supplier in Italy. Since its arrival in New Zealand in late December rapid progress has been made with the pool, despite weather delays and is expected to be formally opened on Friday 8 March 2019.

The opening programme will consist of a community blessing, formal opening and then a community afternoon of water fun. At this time it is expected that the pool will be able to remain open until early April based on the long-range forecast.

Funding

Council has committed $650,000 of funding to Stage 1 of the project. In June Council were successful in achieving $120,000 of funds from the New Zealand Community Trust, with applications to other local funding and other organisations underway or submitted.

An application has been submitted to the Eastern and Central Trust for $140,000 and is expected to be received for their consideration in March. If this application is successful, this would mean a total of $176, 000 would have been fundraised by the community, with a balance of $92,000 of funding still to be achieved in order to complete Stage 1.

A result from a application to is expected to be received in March. Upon being successful with the funding from Eastern and Central, a total of $176,000 has already been fundraised by the community with some $92,000 of community funding yet to be achieved to complete Stage 1.

Further applications to Napier Port and other local businesses are yet to be confirmed and a number of local events are planned in the coming months.

Key achievements since last report

Since our last report the following key achievements have occurred on the project:

· Filtration is complete. At the time of writing the main pool was being filled and the play pool was to be filled and commissioned the following week.

· The remaining concourse area is the last concrete on site to be poured.

· Nearly all of the lanes and learn to swim pool have been sold or potential sponsors have indicated their interest.

· Preparations for the opening are now well-underway.

Council continues to progress all projects within #thebigwaterstory, and has seen a number of projects released to the market.

Currently out for tender are;

- Water Treatment Plant Upgrade Project (Takapau and Porangahau)

- Stormwater Helicoil Network Replacement (Francis Drake and Jellicoe/ Tavistock, Waipukurau)

- Water Renewal (Mackie/ McLean St, Waipukurau)

Council proposes to release the following tenders to marker within the next month following approval of procurement plans

- Waipukurau Stormwater Network Improvements

- SH2 Borefield Upgrade

- Waipawa Trunk Sewer Main Renewal

Whilst this procurement and planning is underway, officers continue to develop designs and assess works programmes.

The Waipukurau 2^nd Water Supply continues to progress as we search for Water, once sufficient water is found and quality and effect on surrounding bores is confirmed as acceptable, council can progress the pipe alignment and reservoir location. We anticipate to be in a position to progress to stage 2 of this project later in 2019.

Otane Alternate Supply is another of the larger projects within #thebigwaterstory and officers are finalising the design and pipe sizing on this project before planning to release to market, we anticipate construction to commence in May 2019 and run through to the end of the calendar year/ early 2020 for physical completion.

Below is an update provided to council via the key project status report at the finance planning committee on the 14^th Feb 2019 of key achievements completed for the period;

Project	Achievement	When
Waipukurau Second Water Supply	Commenced drilling test bore – all but dry	January 2019
Takapau Wastewater Resource Consent Extension	Consent granted through to October 2021	December 2018
Waipawa Trunk Sewer Main Renewal	Concept design report in hand and tender being prepared	January 2019
Otane Alternate Water Supply	Small section complete, concept design being finalised	February 2019
Waipukurau Stormwater Improvement Project	Concept design and options presented and being evaluated	February 2019
Otane Wastewater	Resource consent extension submitted to HBRC, only awaiting DHB submitter to confirm all okay with extension before HBRC can complete processing.	February 2019
WPK, WPA and Otane Wastewater Project	Survey released and useful information retrieved as part of creating community understanding of project	January 2019
Waipukurau Water SH2 Borefield Upgrade	Design finalised, procurement plan to ELT for 12 Feb 2019, tender planned to be released 18^th Feb 2019, construction to start early April 2019.	January 2019
Waipukurau Firefighting and Shortfalls project	Draft forward works programme being reviewed by team and procurement plan being finalised.	February 2019
BWS Programme	Communications Strategy completed	November 2018
BWS Programme	Budget confidence and presentation given to Council	October 2018

Council Resolution Monitoring Report – February 2019

Key
Completed
On Track
Off Track

Item number	Council Resolution	Date of Resolution	Responsible Officer	Progress Report
18.28	Council considers Option 5 – Retain the current funding for drinking water and wastewater with targeted rates for those connected to the network and initiate a full Rating Review only after all the information is gathered and known about the extent of the CHB drinking water and wastewater future expenditure.	03.05.2018	Bronda Smith	On Track. Council has completed an initial Rates Review workshop. A report regarding the scope and timeline for the Rating Review will be presented to the Finance and Planning committee on the 28 March 2019
18.29	Council proceed with Option 1 as outlined in the Long Term Plan and carry out proposed works in the first 10 years such as the second supply to Waipukurau.	03.05.2018	Josh Lloyd	On Track. The Big Water Story is prioritised operationally and strategically. A programme manager has been appointed and key projects are being progressed. Several key projects are actively underway in design or procurement with construction ready to begin on many.
18.30	c) Council proceeds with Option three of the Draft Long Term Plan for the Waipawa Pool, being that a staged approach estimated at $1.72 million is adopted, with Council contributing funding of $650,000 in Year 1 of the Long Term Plan for the construction of a new 25 metre pool and learn to swim pool/playpool and filtration, at a value of $900,000 with the remaining funds to be funded by the Central Hawke’s Bay Community; and further: d) Council underwrites from Reserves, any community funding shortfall to ensure the development of the new 25 metre pool and learn to swim pool/playpool and filtration can be completed in the first year of the Long Term Plan and that phase 2 of the project not commence until the balance of community funds from phase 1 is completed.	03.05.2018	Doug Tate	On Track. Construction is nearly complete with final touches to the construction being due for completion on 28^th February. The 25-metre pool will be filled Mon 18^th February and start commission, with the play pool being filled Mon 25 February and start commission. The grand opening of the pool is on Friday 8 March 2019 at 3.30pm. Fundraising continues with the group optimistic of raising all funds in the 2018/19 year.
18.31	That Council proceeds with Option two of the Draft Long Term Plan being to develop town centre plans for Waipukurau and Waipawa and Community Plans for Tikokino, Ongaonga, Takapau, Porangahau and Otane.	03.05.2018	Doug Tate	On Track. This work is underway. The first community session in Takapau is being held on 23 February.
18.36	That Council support Officers to advocate for the continued enhancement of public transport in Central Hawke’s Bay through the HBRC Regional Public Transport Plan.	03.05.2018	Josh Lloyd	On Track. Public transport linkages remain a key discussion point at relevant working groups. Officers continue to work with HBRC to promote public transport. This work stream aligns with new direction provided by NZTA under the 2018 GPS that prioritises access to roading infrastructure with public transport seen as a key means of doing so. Recently Officers have worked with NZTA and InterCity to reinstate bus services through Takapau.
18.40	That Council contributes $60,000 in year 1 of LTP for upgraded toilets at Te Paerahi Freedom camping area, to be funded from the Rural Ward Fund with the balance being sourced from the Tourism Infrastructure fund or other external partner.	03.05.2018	Doug Tate	On Track. The next round of funding opens in March 2019. Officers continue preparing background work including developing a scope for the project and costings prior to the next round of funding opening.
PE	That the contents of this report be noted. That progress on the risks and actions identified in the Contract Management Internal Audit be reported to the Risk and Audit Committee quarterly. That this report be released as publicly available information on 1 August 2018. That the minute relating to this item be released as publicly available information on 1 August 2018.	13.06.2018 PE	Bronda Smith	Completed An update on the progress of the actions from the Contract Management Internal Audit is now being reported to the Risk and Audit Committee as part of the Risk Update Report.
18.63	That Council approve the Project Charter to initiate the Social Housing Strategy project.	9.08.2018	Doug Tate	On Track The Draft is being workshopped with Council on 14 March, prior to adoption planned by the Community Development Committee on 28 March.
18.73	That Council approve the Project Charter to initiate the Environmental and Sustainability Strategy project.	20.09.2018	Josh Lloyd	On Track. The Draft Environmental and Sustainability Strategy was approved by Council for consultation with the draft Annual Plan in February.
18.75	That Council approve putting the Otane Wastewater Treatment Project on hold, and further options are investigated as part of the wider Waipawa and Waipukurau Wastewater Treatment project; and further That Council endorse seeking an extension application for 24 months with the Hawke’s Bay Regional Council.	20.09.2018	Darren de Klerk	On Track. 22/2/19 DDK> Still in process, finalising DHB submission, and then HBRC can complete processing, CHBDC officers in contact with BRC officers and no issues foreseen. Officers continue to work with Hawke’s Bay Regional Council. Officers have now received endorsement from all original consent submitters and the application for consent extension is expected to be approved by HBRC in the month.

18.81	That Council awards the Kerbside Collection, Recycling and Transfer Station Contract to Smart Environmental Ltd for a term of up to 11 years, subject to performance for a value of up to $1,000,000 per annum excluding GST.	27.09.2018	Josh Lloyd	Completed Contract awarded and contractor mobilised. A continued comms effort remains a focus.
18.92	That Council award the Professional Services Contract 530 to Stantec Ltd for a term of up to 5 years, subject to performance for a value up to $1,300,000 per annum excluding GST.	04.10.2018	Josh Lloyd	Completed. Contract awarded and new contractor mobilised with staff.
18.93	That Council award the landfill management contract 556 to Higgins Limited for a term up to 11 years, subject to performance for a value up to $400,000 per annum excluding GST.	04.10.2018	Josh Lloyd	Completed. Contract awarded and Higgins continuing to manage landfill operations.
18.100	That Council approve the use of up to $450,000 from the Adverse Events Fund to support Councils contribution to the costs of repairing September storm damage	31.10.2018	Josh Lloyd	On track Management of network repairs from September weather event has been prioritised within the land transport function. The majority of small and medium works have been completed with several large pieces of work underway and programmed for ocmpletion within the financial year.
18.102/ 18.103	That Council adopts option 2 where the priority area for the identification of Earthquake Prone Buildings as required under the Building (Earthquake-prone Buildings) Amendment Act 2016 is reduced to the area outlined in Attachment A. That Council directs officers to advise submitters of the outcome of the deliberation.	13.12.2018	Josh Lloyd	Completed Officers are currently working to identify the priority buildings within the area. The third building owner forum is to be held in early March. Submitters have been advised, as well as all affected building owners.
18.104 / 18.105	That Council adopts option 1 - the Draft Development Contributions Policy as final and coming into effect on the 1^st January 2019 That Council directs officers to advise submitters of the outcome of the deliberation.	13.12.2018	Josh Lloyd	Completed Policy came into effect on 1^st January 2019. Subdivisions consents are being processed using the new calculation. Submitters have been notified and have been provided with a copy of the new policy.
18.108	That Council directs officers to amend the Community Pride and Vibrancy Fund Policy to allow funding under $500 to be approved by the Chairperson and one other Member of the Community Development Committee.	13.12.2018	Doug Tate	Completed The Community Pride and Vibrancy Fund Policy has been amended to allow funding to be approved by the Chairperson and one other Member of the Community Development Committee. The first funding application has been approved under the new criteria in January.
PE 18.115	Council approve the attached procurement plan to combine and package the water treatment plant upgrades at Takapau and Porangahau and procure as a design and build contract.	13.12.2018	Darren de Klerk	On Track Procurement underway, currently evaluating tenders, recommendation report to be taken to Council on 28/2 to approve supplier for project
PE 18.116	That Council accepts the panel’s recommendation to nominate Richard Hilson as the Rural Bodies Representative to the Howard Estate Advisory Board. That Council directs officers to formally endorse the Council’s nomination by way of letter to the Public Trust	13.12.2018	Leigh Collecutt	Completed. Letters have been provided to the Public Trust, recommending Richard Hilson to the board.