Council Meeting Minutes

18 November 2020

 

   MINUTES OF Central Hawkes Bay District Council
Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Wednesday, 18 November 2020 AT  

 

PRESENT:              Mayor Alex Walker

Deputy Mayor Kelly Annand

Cr Brent Muggeridge

Cr Tim Aitken

Cr Gerard Minehan

Cr Jerry Greer

Cr Pip Burne

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)

Ben Hunt (Places and Open Spaces Officer)

Helen O’Shaugnessy (District Plan Manager)

Harry Robinson (Solid Waste Manager)

Robyn Burns (Customer and Consents Manager)

Bridget Gibson (Governance and Support Lead)

 

8 members of the public present.

 

1            Prayer

Led by Councillor Wichman

2            Apologies

Kaiārahi Matua Roger Maaka

3            Declarations of Conflicts of Interest

Item 7.3 – Councillor Aitken wished for it to be noted he had a Conflict of Interest with regards to remuneration of the District Plan Hearings Panel and Committee.

4            Standing Orders

Resolved:  20.105

Moved:       Cr Gerard Minehan

Seconded:  Cr Tim Aitken

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:  20.106

Moved:       Cr Brent Muggeridge

Seconded:  Cr Exham Wichman

That the minutes of the Ordinary Council Meeting held on 24 September 2020 and the Extraordinary Council Meeting held on 22 October 2020 as circulated, be confirmed as true and correct.

Carried

 

 

6            Reports from Committees

Nil

7            Report Section

7.1         Solid Waste Section 17a

PURPOSE

The matter for consideration by the Council is the adoption of the Solid Waste Section 17a Report prepared by Eunomia Consulting Ltd, and endorsing the recommended changes to service delivery for the Solid Waste activity noting that these will go through a consultation process as part of the 2021 Long Term Plan.

 

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a)   Council receive the Solid Waste Section 17a Report, prepared in accordance with the requirements of Section 17a of the Local Government Act 2002.

AND

b)   That Council adopt the combination of options in principle for inclusion in the 2021 Long Term Plan;

·    1b to provide a 120L wheeled bin plus a single crate for recycling collection and extend services to Otane, Takapau, Ongaonga and Tikokino

·    That Council maintain the status quo option for kerbside refuse collection services,

·    3a, to close Recycling Drop off Centres in Otane, Takapau, Ongaonga and Tikokino,

·    That Council maintain the status quo option for the provision of Transfer Stations

·    5a, to provide a regular rural recycling collection service at designated rural sites in partnership with existing local community organisations or groups,

·    That Council direct Officers to regularly report back to Council or Committee on the progress of the various food waste collection trials occurring in New Zealand with a plan to ‘follow fast’ those that have successfully implemented systems;

OR

c)         That Council adopt the combination of options in principle for inclusion in the 2021 Long Term Plan;

·    1a, to provide a 3rd crate for recycling collection and extend services to Otane, Takapau, Ongaonga and Tikokino,

·    That Council maintain the status quo option for kerbside refuse collection services,

·    3a, to close Recycling Drop off Centres in Otane, Takapau, Ongaonga and Tikokino,

·    4a, to close the Waipawa Transfer Station,

·    5a, to provide a regular rural recycling collection service at designated rural sites in partnership with existing local community organisations or groups,

·    That Council direct Officers to regularly report back to Council or Committee on the progress of the various food waste collection trials occurring in New Zealand with a plan to ‘follow fast’ those that have successfully implemented systems;

OR

d)   That Council adopt the combination of options in principle for inclusion in the 2021 Long Term Plan;

·    1b to provide a 120L wheeled bin plus a single crate for recycling collection and extend services to Otane, Takapau, Ongaonga and Tikokino

·    2a to provide a 120L wheeled bin for kerbside refuse collection,

·    3a to close Recycling Drop off Centres in Otane, Takapau, Ongaonga and Tikokino,

·    4a, to close the Waipawa Transfer Station and the Takapau Transfer Station,

·    5a, to provide a regular rural recycling collection service at designated rural sites in partnership with existing local community organisations or groups,

·    That Council direct Officers to regularly report back to Council or Committee on the progress of the various food waste collection trials occurring in New Zealand with a plan to ‘follow fast’ those that have successfully implemented systems;

 

 

RESOLUTION PASSED:

 

That having considered all matters raised in the report, that Council

 

1)   Council receive the Solid Waste Section 17a Report, prepared in accordance with the requirements of Section 17a of the Local Government Act 2002.

 

2)         That Council adopt the combination of options in principle for inclusion in the 2021 Long Term Plan;

·    That Council provide a 3rd crate for recycling collection and extend services to Otane, Takapau, Ongaonga and Tikokino; and that Council includes a wheelie bin in the consultation options with community.

·    That Council provide a 120L wheeled bin for kerbside refuse from Year 3 of the Long Term Plan 2021-2031; and that Council includes status quo in the consultation options with community.

·    That the Recycling Drop off Centres in Otane, Takapau, Ongaonga and Tikokino close from Year 1 of the Long Term Plan 2021-2031;

·       That Council plan for a centralised Central Hawke’s Bay Recovery and Refuse Centre  in between Waipukurau and Waipawa in Year 10 on the Long Term Plan, and on opening the Centre, the Waipawa and Waipukurau Transfer Stations are closed;

·    5a, to provide a regular rural recycling collection service at designated rural and coastal sites in partnership with existing local community organisations or groups;

·    That Council direct Officers to regularly report back to Council or Committee on the progress of the various food waste collection trials occurring in New Zealand with a plan to ‘follow fast’ those that have successfully implemented systems;

·       That Officers report back to Council on green and food waste collection options for Annual Plan 2022/2023.

 

 

MOVED:  Councillor Taylor

SECONDED: Councillor Aitken

CARRIED

 

 

 

The meeting adjourned at 10:55am for refreshment break and the presentation of the Community Service Award 2020, to community member Gael Riddiford.

 

The meeting resumed at 11.35am.

7.2         Joining the Local Government Funding Agency (LGFA) as a Guarantor

PURPOSE

The purpose of this report is to inform councillors of the legal requirements in regard to becoming a Local Government Funding Agency (LGFA) guarantor.

 

Resolved:  20.107

Moved:       Cr Gerard Minehan

Seconded:  Deputy Mayor Kelly Annand

That having considered all matters raised in the report Council:

1.   Receive the information.

2.   Notes the contents of the report

3.   Confirms Council’s intention to join LGFA as a guarantor (noting it has already acceded as a borrower in 2016).

4.   Delegates authority to the Chief Executive to execute the following documents for the purposes of recommendation 3. above:

a.   Chief Executive Certificate

b.   Officer's Certificate

c.   Security Stock Certificate 13

d.   Security Stock Certificate 14

e.   Stock Issuance Certificate x 2

5.   Authorises the Mayor, and the Chair of the Finance & Infrastructure Committee, to execute the following deeds for the purposes of recommendation 3. above:

a.   Accession Deed to Equity Commitment Deed; and

b.   Accession Deed to Guarantee and Indemnity.

6.   Delegates authority to the Chief Executive to execute such other documents and take such other steps on behalf of Council is necessary or desirable to execute or take to give effect to recommendation 3. above.

 

Carried

 

7.3         Options for Consideration of District Plan Review

PURPOSE

The matters for consideration by the Council are to confirm its approach to a hearing panel for the statutory phase of the District Plan Review. 

 

Resolved:  20.108

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Exham Wichman

That having considered all matters raised in the report:

a)         That Council adopts Option 4 – and confirms the establishment of a new mixed panel of External Independent Commissioners and Elected Members as its preferred option to hear and consider formal submissions on the Proposed Central Hawkes Bay District Plan.

b)         That Officers begin the next steps of preparing the Terms of Reference for the new panel and seek Commissioner appointees to the panel, noting the opportunity for appointment of these commissioners to the Regulatory Hearings Committee also.

Carried

 

Councillor Aitken had declared a pecuniary conflict of interest as a hearings commissioner.

 

It was noted that the Elected Member Remuneration & Expenses Policy currently under review will include the recommendations under the Act, that the Making Good Decisions and Commissioner Accreditation training be included in the Policy. The Policy also needs to give some consideration to the remuneration of a hearings panel in context of the remuneration for a Independent Commissioner.

 

The process for elected members to submit expressions of interest for the District Plan Hearings, and the process of those members acquiring the appropriate training, will be outlined by Officers and presented to Council early 2021. Terms of Reference will also be presented to Council for consideration early 2021.

 

7.4         Whangaehu Toilet - Approval to occupy Road Reserve

PURPOSE

The matter for consideration by Council is whether to resolve to permit the location of the new Whangaehu public toilet in the road reserve of Whangaehu Road, pursuant to the requirements of the Local Government Act 1974.

 

Resolved:  20.109

Moved:       Cr Brent Muggeridge

Seconded:  Cr Kate Taylor

That having considered all matters raised in the report:

a)         That Council resolve to locate the Whangaehu toilet within the road reserve of Whangaehu Road, the preferred location outlined in this report, pursuant to Section 334 of the Local Government Act 1974.

Carried

 

Mr Hunt presented the report.

 

7.5         Kairakau Water Upgrade

PURPOSE

To provide with an update on the Kairakau Water System Upgrade.

 

Resolved:  20.110

Moved:       Cr Gerard Minehan

Seconded:  Cr Jerry Greer

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

Carried

 

Mr De Klerk joined the meeting via Zoom – audiovisual link. Mr Lloyd and Mr De Klerk presented the report.

7.6         Progress Report and Direction of Draft Long Term Plan 2021 - 2031

PURPOSE

The purpose of this report is to provide an update on the progress and direction of travel of the Draft Long Term Plan 2021 – 2031.

 

Resolved:  20.111

Moved:       Mayor Alex Walker

Seconded:  Cr Brent Muggeridge

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

 Carried

 

Mrs Davidson presented the report.

 

7.7         Endorsement of Draft Strategic Performance Measures and Activity Levels of Service

PURPOSE

The matter for consideration by the Council is for Council to endorse the Draft Strategic Performance Measures and Activity Levels of Service as key inputs to the Long Term Plan 2021 – 2031.

 

Resolved:  20.112

Moved:       Mayor Alex Walker

Seconded:  Deputy Mayor Kelly Annand

That having considered all matters raised in the report:

a)             That Council endorses the Draft Strategic Performance Measures and Activity Levels of Service.

Carried

 

Mr Tate presented the report.

 

Mrs Davidson requested feedback from Elected Members on item 7.7 is to be provided to the Chief Executive by 30th November 2020, to allow preparation for audit.

 

 

 

 

 

 

7.8         Endorsement of Draft Significant Assumptions - Long Term Plan 2021 - 2031

PURPOSE

The matter for consideration by the Council is to endorse the draft significant assumptions of the Long Term Plan 2021 – 2031.

 

Resolved:  20.113

Moved:       Mayor Alex Walker

Seconded:  Cr Gerard Minehan

That having considered all matters raised in the report:

a)             That Council endorse the Draft Significant Assumptions for the Long Term Plan

2021 – 2031.Carried

Mr Tate presented the report.

 

It was suggested that some further work was required on the assumptions around the future of 3 Waters Reform.  

 

7.9         Endorse Draft Financial Strategy

PURPOSE

The matter for consideration by the Council is to receive and endorse the Financial Strategy for Central Hawkes Bay District Council covering the period of the 2021-31 Long Term Plan.

 

Resolved:  20.114

Moved:       Mayor Alex Walker

Seconded:  Cr Brent Muggeridge

That having considered all matters raised in the report:

a)         That Council endorse the Draft Financial Strategy for the basis of building the Long Term Plan 2021-2031 budget and consultation document.

Carried

Mr Chamberlain presented the report.

 

Officers to amend the Strategy at the executive summary level, to tie the principles of the Financial Strategy to the Infrastructure Strategy.

 

The meeting adjourned at 1:08pm for Lunch break.

The meeting resumed at 1:34pm

 

 

 

7.10       Endorse Draft Infrastructure Strategy

PURPOSE

The matter for consideration by the Council is the endorsement of the Draft Infrastructure Strategy.

 

Resolved:  20.115

Moved:       Mayor Alex Walker

Seconded:  Cr Brent Muggeridge

That having considered all matters raised in the report:

a)             That Council endorse the draft Infrastructure Strategy for the basis of building the Long Term Plan 2021-2031 budget and consultation document.

Carried

Sensitivity and confidence in the assumptions in the Strategy,  across the condition of infrastructure assets, to be included in the Strategy.

 

Officers to amend the Strategy at the executive summary level, to tie the principles of the Financial Strategy to the Infrastructure Strategy. To be executed as a visual aid that is easily comprehended by community.

 

7.11       Resolution Monitoring Report

 

Resolved:  20.116

Moved:       Cr Gerard Minehan

Seconded:  Cr Jerry Greer

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

Carried

 

7.12       Quarterly Non-Financial Performance Report July - September 2020

PURPOSE

The purpose of this report is to present to Council the Quarterly non-financial performance report for the period 1 July – 30 September 2020. 

 

Resolved:  20.117

Moved:       Deputy Mayor Kelly Annand

Seconded: Councillor Burne

That having considered all matters raised in the report:

That the Quarterly Non-Financial Performance Report 1 July—30 September 2020  be received.

Carried

 

7.13       Adoption of Meeting Schedule 2021

PURPOSE

The purpose of this report is for Council to confirm the Council Meeting Schedule for 2021.

 

Resolved:  20.118

Moved:       Cr Exham Wichman

Seconded:  Cr Jerry Greer

That having considered all matters raised in the report:

That the Council Meeting Schedule for 2021 be adopted.

 Carried

 

7.14       Petition from Community RE: Road Safety in Waipawa

PURPOSE

The purpose of this report is for Council to receive a petition from the community with regards to concerns around road safety in Waipawa, in particular around the State Highway 2 and Main Road in Waipawa.

 

Resolved:  20.119

Moved:       Mayor Alex Walker

Seconded: Councillor Pip Burne

1.          That the Council receives the petition.

2.          That the Mayor responds to community member Dean Rangi as the instigator and submitter of the petition.

3.          That Council strongly advocate on behalf of community and urge NZTA to improve safety through the Waipawa township.

4.          That Council advocates via the Regional Land Transport Plan for inclusion of this road safety project.

Carried

 

Council will continue to advocate on the behalf of the community, the issue of road safety to NZTA who have jurisdiction over the State Highways.

 

There is engagement with the PGF Wimbledon Road project, with heavy transport partners, and this is a forum that could be used to advocate the message of Waipawa road safety/State Highway safety.

 

7.15       Organisation Performance and Activity Report October-November 2020

PURPOSE

The purpose of this report is to present to Council the organisation report for October—November 2020.

 

Resolved:  20.120

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Exham Wichman

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

 Carried

Councillor Annand declared a perceived conflict of interest in regards to mention in the report of Connected Driver Licencing of which Deputy Mayor Annand is the General Manager.

8            Mayor and Councillor Reports

8.1         Mayor's Report for October-November 2020

EXECUTIVE SUMMARY

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

 

Resolved:  20.121

Moved:       Cr Pip Burne

Seconded:  Cr Kate Taylor

That the Mayor’s report for October—November 2020 be received

.Carried

 

8.2         Finance and Infrastructure Committee Chair's Report

Purpose

The purpose of this report is to present the Finance and Infrastructure Committee Chair Report.

 

Resolved:  20.122

Moved:       Cr Jerry Greer

Seconded:  Cr Tim Aitken

That the Finance and Infrastructure Committee Chair Report for October—November 2020  be received.Carried

 

8.3         Strategy and Wellbeing Committee Chair Report

purpose

The purpose of this report is to present the Strategy and Wellbeing Committee Chair Report.

 

Resolved:  20.123

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Brent Muggeridge

That the Strategy and Wellbeing Committee Chair Report for September-October 2020 be received.Carried

 

8.4         Ruataniwha Ward Report

Purpose

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

Resolved:  20.124

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Gerard Minehan

That the Ruataniwha Ward Report for September-October 2020 be received.Carried

 

8.5         Aramoana/Ruahine Ward Report

Purpose

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

Resolved:  20.125

Moved:       Cr Jerry Greer

Seconded:  Cr Kate Taylor

That the Aramoana/Ruahine Ward Report for September-October 2020 be received.

Carried

 That a section on Regional transport committee be added – Kate Taylor.

9            Chief Executive Report

Nil

 

10          Public Excluded Business

 

RESOLUTION TO EXCLUDE THE PUBLIC

Resolved:  20.126

Moved:       Cr Exham Wichman

Seconded:  Cr Kate Taylor

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

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

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 - Approval to Commence with Stage 2 - Otane to Waipawa Wastewater Pipeline

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 - Strategic Property Matters - Waipukurau

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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 - C1097 Procurement Plan - Flaxmill Inundation Remediation Project

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

10.3 - C1098 Procurement Plan - Retaining Wall and Slope Strengthening Programme

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

10.4 - District Plan Key Project Status Report, November Update

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

The Council moved into the public excluded forum at 2:25pm.

 

11          Date of Next Meeting

Resolved:  20.127

Moved:       Mayor Alex Walker

Seconded:  Cr Exham Wichman

THAT the next meeting of the Central Hawke's Bay District Council be held on  11 February 2021.

Carried

12          Time of Closure

 

The Meeting closed at 3:25pm.

 

The minutes of this meeting were confirmed at the Council Meeting held on 21 February 2021.

 

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

CHAIRPERSON