Council Meeting Minutes                                                                                            13 February 2020

   MINUTES OF Central Hawkes Bay District Council
Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 13 February 2020 AT 9.00am

 

PRESENT:              Mayor Alex Walker

Deputy Mayor Kelly Annand

Cr Tim Aitken

Cr Tim Chote

Cr Gerard Minehan

Cr Brent Muggeridge

Cr Jerry Greer

Cr Kate Taylor

Cr Exham Wichman

Dr Roger Maaka

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

Doug Tate (Group Manager, Customer and Community Partnerships)

Adrienne (People and Capability Manager)

Courtney Henderson (Communications and Engagement Manager)

Craig Ireson (Economic Development Lead)

Bridget Gibson (Governance Support Officer)

 

1            Prayer

9:00am the meeting opened with karakia from Dr Roger Maaka, followed by the singing of the Council waiata.

2            Apologies

Nil

3            Declarations of Conflicts of Interest

Nil

4            Standing Orders

Resolved:  20.1

Moved:       Cr Kate Taylor

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

Standing orders are recommended to be suspended to enable members to engage in discussion in a free and frank manner

Carried

 

5            Confirmation of Minutes

Resolved:  20.2

Moved:       Cr Exham Wichman

Seconded:  Deputy Mayor Kelly Annand

That the minutes of the Ordinary Council Meeting held on 12 December 2019 as circulated, be confirmed as true and correct.

Carried

 

6            Reports from Committees

Nil

7            Report Section

7.1         Water Security Framework - Allocation of Funding

 

PURPOSE

The purpose of this report is for Council to receive an update on the Water Security Framework.

 

Resolved:  20.3

Moved:       Cr Tim Chote

Seconded:  Cr Jerry Greer

That having considered all matters raised in the report:

a)   That Council note the update on Water Security initiatives from the Chief Executive.

 

b)   That Council give the Chief Executive delegations to utilise and make financial decisions of no more than $50,000.00 from the $250,000 tagged for the delivery of Water Security Initiatives.

 

c)   That Council in granting these delegations note that the $50,000.00 will in principle be used to advance engagement and work within the Tukituki Leaders Forum, and specifically to ensure Central Hawke’s Bay District Council has the required resources to contribute in a meaningful way.

Carried

 

Mrs Monique Davidson presented the report.

 

Councillors discussed the implications of granting delegation to the CE to utilise $50,000 from the $250,000 package, concurring that doing so would allow operational input into the delivery of water security initiatives and aid in the collaboration between the Council, community and Tukituki leader’s Forum, ensuring CHBDC has the resources necessary to contribute to the Water Security Initiatives process.

 

7.2         Ngā Ara Tipuna - Funding

 

PURPOSE

The matter for consideration by the Council is the provision of a funding contribution of $225,000 towards Ngā Ara Tipuna, and a commitment to underwrite any funding shortfall, subject to certain conditions.  A resolution to apply for funding from the Lottery Environment and Heritage Fund for the project is also sought in this report.

 

Resolved:  20.4

Moved:       Cr Tim Aitken

Seconded:  Deputy Mayor Kelly Annand

That having considered all matters raised in the report:

 

1.   Council resolves to allocate $225,000.00 of funding from various reserves funds, as detailed in this report, as our co-funding contribution towards the project Ngā Ara Tipuna.

2.   Council approve the underwriting of up to $775,000.00 of funds for the project, Ngā Ara Tipuna, subject to the following conditions:​

 

a.         That prior to any funds being drawn down for the underwriting of the project by Council, a further resolution of the elected Council is sought by Officers​

b.         That Officers work with Hapū and Taiwhenua to develop a shared liability underwriting facility, and this is brought back for approval, prior to Council providing any underwrite.​

3.   That Council resolves to apply to the Lotteries Environment and Heritage Fund for up to $600,000 of funding towards Ngā Ara Tipuna.

 

Carried

 

Mr Ireson and Mr Tate presented the report.

 

Dr Roger Maaka stated that Ngā Ara Tipuna is a flagship initiative signalling a positive direction in the relationship between Council and iwi.   Dr Maaka expressed that while there is excitement in the community about the project, people can get lost in understanding the intricacies of the funding and operations of the project. Therefore, Council leadership in the Ngā Ara Tipuna project is instrumental as it will inspire other external community groups to contribute also.

 

Councillors discussed risk involved with underwriting the project.  Officers outlined their plans to manage and mitigate risk, further discussing plans to leverage funding from external groups to fund the continuation and completion of the Nga Ara Tipuna project. Cr Muggeridge expressed that greater contribution would be expected from community groups invested in the project.

 

Councillors spoke to the motion emphasising how important it is that the history of Central Hawke’s Bay be shared and that the rich history and heritage of the Pa sites of CHB need to be recognised.

 

Dr Roger Maaka’s support and confidence in Council in going forward with the project was acknowledged, as the collaboration of Hapu, Taiwhenua and Council is imperative in the project’s success.

 

Mayor Walker stated that the investment amount aligns with past contribution to community projects of which Council are the custodian. Mayor Walker further noted that Council utilising the $225,000 has the significant potential to unlock further funds from Government to invest in the CHB community.

 

Councillors considered that should external fundraising targets not be met if it is maintainable and sustainable to draw from the reserve funds. Subsequently, an additional motion was passed:

 

Motion

Resolved:  20.5

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Gerard Minehan

That Council requests the Chief Executive investigate options and lead a process as part of the Long Term Plan, for Council to consider an approach to the replenishment of key reserve funds and further, that this work considers external funding options.

Carried

 

 

7.3         Adoption of Governance Statement

 

PURPOSE

The purpose of this report is for Council to consider the adoption of the Governance Statement 2019-2021.

 

Resolved:  20.6

Moved:       Cr Gerard Minehan

Seconded:  Cr Brent Muggeridge

That having considered all matters raised in the report the Central Hawke’s Bay District Council Governance Statement 2019-2022 be adopted.

Carried

 

Mrs Davidson presented the report.

 

The action was requested that additional legislative wellbeing requirements be captured in the document before release.

 

 

 

7.4         Resolution Monitoring Report

 

PURPOSE

The purpose of this report is to present to Council the Resolution Monitoring Report. This report seeks to ensure Council has visibility over work that is progressing, following resolutions from Council.

 

Resolved:  20.7

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Exham Wichman

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

   Carried

 

Mrs Davidson presented the report.

 

 

 

7.5         Quarterly Non-Financial Performance Report OcT- Dec 2019

 

PURPOSE

The purpose of this report is to present to Council the Quarterly non-financial performance report for the period 1 October 2019 – 31 December 2019. 

 

Resolved:  20.8

Moved:       Cr Kate Taylor

Seconded:  Cr Tim Aitken

That having considered all matters raised in the report:

That the Quarterly Non-Financial Performance Report 1 October 2019 – 31 December 2019 Report be received.

Carried

 

Mrs Davidson presented the report.

 

 


 

 

 

7.6         Minutes of the Regional Transport Committee Meeting held 13 December 2019

 

PURPOSE

The purpose of this report is for Council to receive the minutes of the Regional Transport Committee Meeting held on 13 December 2019.

 

 

Resolved:  20.9

Moved:       Cr Gerard Minehan

Seconded:  Cr Brent Muggeridge

That the minutes of the Regional Transport Committee Meeting held on 13 December 2019 be received.

 Carried

 

 

Councillors enquired how Council’s input and influence is represented at external committee meetings. CE Davidson outlined the process, mentioning the Land Transport Strategic Framework development is an opportunity for input, and in addition the relationships we build with external groups e.g. Land Transport, Regional Council etc. are advantageous.  

 

Cr Muggeridge gave summary to Council of the Committee meeting outcomes.

 

 

7.7         Minutes of the Civil Defence Emergency Management Joint Standing Committee held on 11 November 2019

 

PURPOSE

The purpose of this report is for Council to receive the minutes of the Civil Defence Emergency Management Joint Standing Committee held on 11 November 2019. 

 

Resolved:  20.10

Moved:       Cr Tim Aitken

Seconded:  Cr Tim Chote

That the minutes of the Civil Defence Emergency Management Joint Standing Committee meeting held on 11 November 2019 be received.

Carried

 

 

Mayor Walker urged Council to maintain an active interest in the potential need for pandemic response to the world Coronavirus emergency as the situation develops.

8            Mayor and Councillor Reports

Mayor's Report for 11 November - 11 December 2019

 

EXECUTIVE SUMMARY

The purpose of this report is to present Her Worship the Mayor’s report.

 

Resolved:  20.11

Moved:       Cr Brent Muggeridge

Seconded:  Cr Gerard Minehan

 

That the Mayor’s report be noted.

 Carried

 

8.1         Ruataniwha Ward Report

 

Purpose

The purpose of this report is to present the Ruataniwha Ward Report.

Resolved:  20.12

Moved:       Cr Tim Aitken

Seconded:  Cr Jerry Greer

 

That the Ruataniwha Ward Report be noted.

Carried

 

8.1         Aramoana/Ruahine Ward Report

 

Purpose

The purpose of this report is to present the Aramoana/Ruahine Ward Report.

Resolved:  20.13

Moved:       Cr Exham Wichman

Seconded:  Deputy Mayor Kelly Annand

 

That the Aramoana/Ruahine Ward Report be noted.

Carried

 

 

Council broke for Morning Tea at 10:30am.

 

Council Meeting resumed at 11:00am.

 

 

9            Chief Executive Report

9.1         Organisation Performance and Activity Report Nov-Dec 2019

 

PURPOSE

The purpose of this report is to present to Council the organisation report for NOV-DEC 2019.

 

Resolved:  20.14

Moved:       Cr Tim Aitken

Seconded:  Deputy Mayor Kelly Annand

 

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

 Carried

 

Mrs Davidson presented the report.

Deputy Mayor Annand asked whether Councillor presence would be beneficial at various CHB community group meets, to which officers responded that conversation on the topic was most welcome going forward.

The visual clarity of data reports for easier perusal was requested.

 

10          Public Excluded Business

RESOLUTION TO EXCLUDE THE PUBLIC

Resolved:  20.15

Moved:       Cr Kate Taylor

Seconded:  Cr Jerry Greer

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 - Adoption of Changes to Land Transport Procurement Plan

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

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 of Independent Chair - Risk and Assurance Committee

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

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

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

10.3 - Appointment of Council Representative to Central Hawke's Bay Community Trust

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

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

10.4 - Public Excluded Minutes of the CE Employment and Performance Committee Meeting held on 29 January 2020

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

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

 

Resolved:  20.16

Moved:       Cr Jerry Greer

Seconded:  Cr Kate Taylor

That Council moves out of Closed Council into Open Council.

Carried

11          Date of Next Meeting

Resolved:  20.17

Moved:       Mayor Alex Walker

Seconded:  Deputy Mayor Kelly Annand

THAT the next meeting of the Central Hawke's Bay District Council be held on 9 April 2020.

Carried

 


 

12          Time of Closure

 

The Meeting closed at 11:46 AM.

 

The minutes of this meeting were confirmed at the Council Meeting held on 9 April 2020.

 

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

CHAIRPERSON