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13 August 2020 |
MINUTES
OF Central HAwkes Bay District Council
Finance and Infrastructure Committee
Meeting
HELD AT THE Council Chamber, 28-32
Ruataniwha Street, Waipawa
ON Thursday, 13 August 2020 AT 09:00am
PRESENT: Cr Brent Muggeridge (Chair)
Mayor Alex Walker
Cr Tim Aitken
Deputy Mayor Kelly Annand
Cr Gerard Minehan
Kaiārahi Matua Roger Maaka
Cr Jerry Greer
Cr Kate Taylor
Cr Exham Wichman
IN ATTENDANCE: Monique Davidson (Chief Executive)
Joshua Lloyd (Group Manager, Community Infrastructure and Development)
Doug Tate (Group Manager, Customer and Community Partnerships)
Brent Chamberlain (Chief Financial Officer)
Darren De Klerk (Director Projects and Programmes)
Bridget Gibson (Governance and Support Officer)
Shawn McKinley (Land Transport Manager)
The meeting opened at 9:05am with karakia led by Dr Maaka – Kaiārahi Matua, followed by Council waiata.
Nil.
2 Declarations of Conflicts of Interest
Nil.
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Moved: Deputy Mayor Kelly Annand Seconded: Cr Jerry Greer That the minutes of the Finance and Infrastructure Committee Meeting held on 18 June 2020 as circulated, be confirmed as true and correct. |
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PURPOSE The purpose of this report is to present to the Finance and Infrastructure Committee an update on key priorities.
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Moved: Cr Kate Taylor Seconded: Deputy Mayor Kelly Annand That, having considered all matters raised in the report, the report be noted. |
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PURPOSE The purpose of this report is to present to the Committee the Finance and Infrastructure Resolution Monitoring Report. This report seeks to ensure the Committee has visibility over work that is progressing, following resolutions from Council. |
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Moved: Cr Jerry Greer Seconded: Cr Exham Wichman Recommendation That, having considered all matters raised in the report, the report be noted.
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PURPOSE The purpose of this report is provide the Committee with the results of the 2018-19 Road Controlling Authority (RCA) report created by the Road Efficiency Group (REG) prepared on behalf of Local Government New Zealand and Waka Kotahi, New Zealand Transport Agency (NZTA).
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Moved: Cr Gerard Minehan Seconded: Mayor Alex Walker That, having considered all matters raised in the report, the report be noted. |
Officers to encourage road safety promotion in CHB in collaboration with external organisations.
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PURPOSE The matter for consideration by the Council is the procurement or physical works to repair roading assets following weather and emergency events.
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Moved: Deputy Mayor Kelly Annand Seconded: Mayor Alex Walker That having considered all matters raised in the report: a) That the Committee adopt the attached procurement plan for road repairs following weather and emergency events. |
Mr Lloyd and Mr McKinley presented the report.
Officers stated that NZTA has seen the procurement plan and endorse it.
Pre-qualifying process is open ended therefore new contractors are not prohibited from qualifying.
We currently have 5 NZTA credited consultants/contractors. Wording in the framework to be clarified around current consultants to the Council.
The maximum emergency procurement contract amount has not been capped at this time, advice was taken from the table as to a potential cap being specified in the Plan. If work is over the Chief Executive’s 1 million dollar delegation to approve procurement, delegations go to the Finance and Infrastructure Committee, and over 4 million dollars to the Council table for approval.
More detail surrounding the procurement plan will be brought to the Committee at a future meeting.
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Governance Group (Terms of Reference) |
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PURPOSE The matter for consideration by the Council is adopting the Wastewater Project Governance Group (PGG) terms of reference to support the commitment to increase the level of detail and oversight of the wastewater programme of works. |
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Moved: Cr Brent Muggeridge Seconded: Mayor Alex Walker That having considered all matters raised in the report: a) The Finance and Infrastructure Committee adopt the Wastewater Project Governance Group terms of reference. |
The governance group would receive information from the project control group and decide on what the final business case to be presented to Council will look like, providing oversight and confidence of the project’s journey.
The meetings will not be public as they are operational decision-making meetings. Any decisions needing to be made outside the delegations of the group would be bought to Committee or Council.
Advice will be acquired from Kaiārahi Matua Maaka as to what level of tangata whenua representation is needed on the PGG.
As the development progresses there will be ongoing communication with those of the community affected by the work. An interactive map of the work will be provided via the CHBDC website as part of the communications plan for this project.
RESOLUTION TO EXCLUDE THE PUBLIC
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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:
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The meeting broke for a refreshment break at 10:28am.
The meeting resumed in the Public Excluded forum at 10:52am.
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Moved: Deputy Mayor Kelly Annand Seconded: Cr Kate Taylor THAT the next meeting of the Finance and Infrastructure Committee be held on 8 October 2020. |
The Meeting closed at 12:18pm.
The minutes of this meeting were confirmed at the Finance and Infrastructure Committee Meeting held on 8 October 2020.
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CHAIRPERSON