Agenda of Council Meeting - Thursday, 8 April 2021

MINUTES OF Central Hawkes Bay District Council
Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 11 February 2021 AT 9.00am

PRESENT: Mayor Alex Walker

Deputy Mayor Kelly Annand

Cr Brent Muggeridge

Cr Tim Aitken

Cr Gerard Minehan

Kaiārahi Matua Roger Maaka

Cr Jerry Greer

Cr Kate Taylor

Cr Exham Wichman

Cr Pip Burne

IN ATTENDANCE: Nicola Bousfield (People and CapabIlity Manager)

Monique Davidson (Chief Executive)

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Lisa Harrison (Customer Experience and Relationships Manager)

Kim Parker (Communications and Engagement Manager)

1. 1 KArakia

Lead by Councillor Aitken

2. 2 Apologies

Noted Councillor Exham will be leaving the meeting at 1.00pm for a period of time.

Noted Councillor Aitken will be leaving the meeting at 3.45pm.

3. 3 Declarations of Conflicts of Interest

Item 7.2 - Councillor Burne wished for it to be noted she has a potential Conflict of Interest with regards to her work with a trade waste client.

4. 4 Standing Orders

Resolved: 21.1

Moved: Cr Gerard Minehan

Seconded: Cr Exham Wichman

THAT the following standing orders are suspended for the duration of the meeting:

21.2 Time limits on speakers

21.5 Members may speak only once

21.6 Limits on number of speakers

And that Option C under section 22 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. 5 Confirmation of Minutes

Resolved: 21.2

Moved: Cr Brent Muggeridge

Seconded: Cr Tim Aitken

That the minutes of the Ordinary Council Meeting held on 18 November 2020 as circulated, be confirmed as true and correct.

Carried

6 Reports from Committees

6.1 Minutes of the Risk and Assurance Committee Meeting held on 12 November 2020

Resolved: 21.3

Moved: Mayor Alex Walker

Seconded: Cr Gerard Minehan

That the minutes of the meeting of the Risk and Assurance Committee held on 12 November 2020 be received.

Carried

6.2 Minutes of the Finance and Infrastructure Committee Meeting held on 8 October 2020

Resolved: 21.4

Moved: Cr Brent Muggeridge

Seconded: Cr Jerry Greer

That the minutes of the meeting of the Finance and Infrastructure Committee held on 8 October 2020 be received.

Carried

6.3 Minutes of the Strategy and Wellbeing Committee Meeting held on 22 October 2020

Resolved: 21.5

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Kate Taylor

That the minutes of the meeting of the Strategy and Wellbeing Committee held on 22

October 2020 be received.

Carried

7 Report Section

7.1 Adoption of Long Term Plan 2021 - 2031 Consultation Document and Supporting Information and Policies for Consultation

PURPOSE

The matter for consideration by the Council is the approval of the 2021 – 2031 Long Term Plan Consultation Document and Supporting Information and Policies for Community Consultation.

That having considered all matters raised in the report:

Resolved: 21.6

Moved: Cr Tim Aitken

Seconded: Cr Kate Taylor

a) That Council note the audit opinion and management report received from Auditors, Ernst Young

.Carried

Resolved: 21.7

Moved: Cr Brent Muggeridge

Seconded: Cr Pip Burne

b) That Council adopt the Draft Development Contribution Policy, Revenue and Financing Policy, Finance Strategy, Infrastructure Strategy, Debt and Treasury Management Policy, Significance and Engagement Policy and Fees and Charges Schedule contained in the supporting information to support the consultation process in accordance with section 93G of the Local Government Act 2002.

Carried

Resolved: 21.8

Moved: Mayor Alex Walker

Seconded: Cr Gerard Minehan

c) That Council adopt the supporting Information for the 2021-31 Long Term Plan to support the consultation process in accordance with section 93G of the Local Government Act 2002.

Carried

Resolved: 21.9

Moved: Cr Brent Muggeridge

Seconded: Deputy Mayor Kelly Annand

d) That Council endorses Challenge One for consultation: Planning for Wastewater Upgrades and its preferred option to upgrade plants and remove discharges to rivers over 15 years.

Carried

Resolved: 21.10

Moved: Cr Tim Aitken

Seconded: Cr Brent Muggeridge

e) That Council endorses Challenge Two for consultation: How we fund the replacement of our assets and its preferred option to deliver a step change in the delivery of our renewals and upgrades by debt funding instead of rate funding in the first five years of the Long Term Plan 2021 – 2031.

Carried

Resolved: 21.11

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Kate Taylor

f) That Council endorses Challenge Three for consultation: Creating a Waste Free CHB which proposes changes to recycling and rubbish services presenting some trade off decisions for community.

Carried

Resolved: 21.12

Moved: Cr Tim Aitken

Seconded: Cr Pip Burne

g) That Council endorses Challenge Four for consultation: Paying for the growth we are experiencing which proposes a change to the current Development Contributions Policy to ensure that the 100% of growth related costs are funded via Development Contributions.

Carried

Resolved: 21.13

Moved: Mayor Alex Walker

Seconded: Cr Gerard Minehan

h) That Council adopt the Consultation Document for the 2021-31 Long Term Plan to support the consultation process in accordance with section 93G of the Local Government Act 2002

.Carried

Resolved: 21.14

Moved: Mayor Alex Walker

Seconded: Cr Gerard Minehan

i) That Council gives delegations to the Chief Executive to make any final edits to the Long Term Plan 2021 – 2031 Consultation Document and Supporting Information ahead of formal publication.

Carried

Chief Executive Monique Davidson presented the report.

EY Auditors David Borrie and Kieron Wright joined the meeting via zoom and gave an executive summary of their findings.

7.2 Three Waters Bylaw - Adoption of Draft Bylaws and Statement of Proposal for Consultation

PURPOSE

The matter for consideration by the Council is to consider adopting the three waters draft bylaws and statement of proposal for consultation as part of the Long Term Plan engagement in March 2021.

Resolved: 21.15

Moved: Cr Gerard Minehan

Seconded: Deputy Mayor Kelly Annand

That having considered all matters raised in the report:

a) That Council adopt the Draft Stormwater Bylaw, Draft Water Supply Bylaw, Draft Wastewater Bylaw and Draft Tradewaste bylaws, and Statement of Proposal for consultation in March 2021 alongside the Long Term Plan 2021 – 2031 consultation.

Carried

Mr de Klerk presented the report.

7.3 Regional Economic Development Review - Section 17a Review

PURPOSE

This item presents the findings and recommendations of the Review of Local Government Investment in Business and Industry Support across the Hawke’s Bay Region undertaken by the Giblin Group for the five Hawke’s Bay councils. A briefing on the preliminary findings of the review was provided by the Giblin Group to Council in a workshop in late 2020.

Resolved: 21.16

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Tim Aitken

That having considered all matters raised in the report:

a) That Council receive the Section17a Review Economic Development Report, prepared in accordance with the requirements of the Section17a of the Local Government Act 2002.

b) That Council receive the report titled Review of Local Government Investment in Business and Industry Support Across the Hawke's Bay Region.

c) That Council endorse participation in the second stage of the review process with a more detailed investigation of the recommendations set out in the Giblin Group report.

d) That Council endorses engagement with Treaty Partners and other regional stakeholders on the opportunity to create an enduring Economic Development Delivery Platform with the appropriate scale and mandate to better guide and direct economic development activity to priority areas and issues.

e) That Council support the opportunity to embed a partnership with Māori in the new Economic Development Delivery Platform.

f) That this Council endorses the five Councils’ commitment to keeping the Hawke’s Bay Business Hub open.

Carried

Mrs Davidson presented the report.

Gus Charteris from Giblin Group and Toni Goodlass, HB Lass Programme Manager joined the meeting via zoom to give an executive summary of the findings.

7.4 Adoption of Governance Statement and associated documentation

PURPOSE

The purpose of this report is for Council to consider the adoption of the Governance Statement 2019-2021, Committee Terms of Reference and Council and Community Representation schedule, following the election of Councillor Pip Burne.

Resolved: 21.17

Moved: Cr Brent Muggeridge

Seconded: Cr Pip Burne

That having considered all matters raised in the report:

a) That the amended Central Hawke’s Bay District Council Governance Statement 2019-2022 be adopted.

b) That the amended Council and Committee Terms of Reference be adopted.

c) That the amended Council and Community Representation schedule be adopted.

Carried

Mrs Davidson presented the report.

7.5 Regional Land Transport Plan - Update

PURPOSE

The purpose of this report is to provide council with an update on progress being made on the 2021 Hawke’s Bay Regional Land Transport Plan. The Regional Land Transport Plan is soon to be consulted upon with the wider Hawke’s Bay community and this report serves in part to inform Council on how it may contribute further to that process.

Resolved: 21.18

Moved: Cr Tim Aitken

Seconded: Deputy Mayor Kelly Annand

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

b) That Council gives delegations to Councillor Kate Taylor, Mayor Alex Walker and the Chief Executive to prepare a submission on behalf of Central Hawke’s Bay District Council.

Carried

Mr Lloyd presented the report.

7.6 Quarterly Non-Financial Performance Report July - December 2020

PURPOSE

The purpose of this report is to present to Council the Quarterly non-financial performance report for the period 1 July – 31 December 2020.

Resolved: 21.19

Moved: Cr Kate Taylor

Seconded: Cr Gerard Minehan

That having considered all matters raised in the report:

That the Quarterly Non-Financial Performance Report 1 October—31 December 2020 be received

.Carried

Mr Chamberlain presented the report.

7.7 Half Year Financial Reporting to December 2020

PURPOSE

The purpose of this report is to provide the Committee with a summary of Council's financial performance and highlight the key financials for the first half of 2020/21 financial year.

Motion

Moved: Cr Gerard Minehan

Seconded: Cr Exham Wichman

That, having considered all matters raised in the report, the report on Council's second quarter financial performance for the 2020/21 financial year be noted.

Mr Chamberlain presented the report.

7.8 Resolution Monitoring Report

significance and engagement

Motion

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Kate Taylor

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

Mrs Davidson presented the report.

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.

Motion

Moved: Mayor Alex Walker

Seconded: Cr Pip Burne

That the Mayor’s report for December 2020 – January 2021 be received.

8.2 Strategy and Wellbeing Committee Chair Report

purpose

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

Motion

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Gerard Minehan

That the Strategy and Wellbeing Committee Chair Report for December 2020 – January 2021 be received.

8.3 Ruataniwha Ward Report

Purpose

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

Motion

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Gerard Minehan

That the Ruataniwha Ward Report for December 2020 – January 2021 be received.

9 Chief Executive Report

9.1 Organisation Performance and Activity Report December 2020 - January 2021

PURPOSE

The purpose of this report is to present to Council the organisation report for December 2020 – January 2021.

Resolved: 21.20

Moved: Cr Jerry Greer

Seconded: Cr Brent Muggeridge

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

Carried

Mrs Davidson presented the report.

Public Excluded Business

RESOLUTION TO EXCLUDE THE PUBLIC

Resolved: 21.21

Moved: Cr Kate Taylor

Seconded: Cr Pip Burne

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
1.1 - Public Excluded Minutes - 18th November 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 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
1.2 - Public Excluded Minutes - Risk and Assurance Committee 12th November 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 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 - District Plan Committee Minutes	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)(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
10.4 - Resolution Monitoring Report - Public Excluded	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
10.5 - District Plan Key Project Status Report - January 2021	s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	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 2.00 pm.

6. Date of Next Meeting

Resolved: 21.22

Moved: Cr Kate Taylor

Seconded: Cr Gerard Minehan

THAT the next meeting of the Central Hawke's Bay District Council be held on 8 April 2021.

Carried

7. 12 Time of Closure

The Meeting closed at 2.22pm.

The minutes of this meeting were confirmed at the Council Meeting held on 8 April 2021.

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

CHAIRPERSON

Council Meeting Agenda

8 April 2021

MINUTES OF Central HAwkes Bay District Council
Risk and Assurance Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Wednesday, 31 March 2021 AT 9.00am

PRESENT: Mayor Alex Walker

Cr Tim Aitken

Cr Gerard Minehan (zoom)

Cr Brent Muggeridge (zoom)

Cr Jerry Greer

Cr Neil Bain (Chair)

IN ATTENDANCE: Brent Chamberlain (CFO)

Monique Davidson (CEO)

Doug Tate (Group Manager, Customer and Community Partnerships)

Nicola Bousfield (Group Manager, People and Business Enablement)

1 Apologies

Nil

2 Declarations of Conflicts of Interest

Nil

3 Standing Orders

RECOMMENDATION

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.

4 Confirmation of Minutes

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Jerry Greer

That the minutes of the Risk and Assurance Committee Meeting held on 12 November 2020 as circulated, be confirmed as true and correct.

Carried

5 Report Section

6.1 Committee Resolution Monitoring Report

PURPOSE

The purpose of this report is to present to the Committee the Risk and Assurance Committee Resolution Monitoring Report. This report seeks to ensure the Committee has visibility over work that is progressing, following resolutions made by the Committee.

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Jerry Greer

Recommendation

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

Carried

Mrs Davidson presented this report

6.2 Risk and Assurance Work Programme Monitoring Report

PURPOSE

The purpose of this report is for the Risk and Assurance Committee to receive a progress update on the Risk & Assurance Committee Work Programme.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Jerry Greer

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

Carried

Mrs Davidson presented this report

At 9:42 am, Mayor Alex Walker left the meeting.

6.3 Risk Status Report

PURPOSE

The purpose of this paper is to report to the Risk and Assurance Committee (the Committee) on Council’s risk landscape, risk management work in progress and to continue a discussion with the Committee about risk.

Committee Resolution

Moved: Cr Jerry Greer

Seconded: Cr Tim Aitken

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

Carried

Mrs Bousfield presented this report on behalf of Mr Lloyd. Chair Neil Bain noted a great quality report.

Bevan Johnston entered the meeting via zoom at 9:42

At 9:46 am, Mayor Alex Walker returned to the meeting.

6.4 Health and Safety Update Report

PURPOSE

To provide the Committee with health, safety and wellbeing information and insight up to the end of mid-March 2021 and to update the Committee on key health and safety critical risks and initiatives.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Gerard Minehan

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

Carried

Mrs Bousfield presented this report

Mr Bevan Johnston left the zoom meeting at 10.00am

6.5 Audit Findings Monitoring Report

PURPOSE

The purpose of this report is to track and update the committee on audit recommendations from recent audits.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Mayor Alex Walker

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

Carried

Mr Chamberlain presented this report

6.6 Review of Elected Member Remuneration and Expenses Policy

PURPOSE

The matter for consideration by the Council is the adoption of the updated Elected Member Remuneration and Expenses Policy

Amendment

Moved: Mayor Alex Walker

Seconded: Cr Tim Aitken

The committee requested the following amendments be made to the policy:

That (a) read - (a) That all gifts received by councillors in excess of $50 to be recorded in the gift register.

(a) That added third bullet point – Return gift to provider.

(b) That Councillors are encouraged to use their discretion as to whether gifts under the value of $50.00 should be declared on the gift register

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Brent Muggeridge

That having considered all matters raised in the report:

a) That the report be received.

b) That the Committee endorse and recommend to Council they adopt the proposed amendments to the Elected Member Remuneration and Expenses Policy” to include additional paragraphs on Receipt of Gifts.

Carried

Mr Chamberlain presented this report

6.7 Treasury Management Monitoring Report

PURPOSE

The purpose of this report is to provide an update on Treasury Management and Policy Compliance.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Mayor Alex Walker

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

Carried

Mr Chamberlain presented this report

6.8 Long Term Plan 2021-2031 Risk Mitigation

PURPOSE

This report is presented to the Risk and Assurance Committee to consider the risks associated with the Long Term Plan 2021-2031, and associated budget and policy position of Council.

Amendment

Moved: Mayor Alex Walker

Seconded: Cr Tim Aitken

(a) That the Risk and Assurance Committee request that independent Treasury advice be attained prior to the review of the debt and treasury management policy in 2022, and that management use discretion in obtaining independent advice in advance of any significant draw down prior to that review.

(b) That risk an assurance committee recommend to council that the debt and treasury management policy be reviewed prior to the 2022-23 annual plan process.

Recommendation

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

Mr Chamberlain presented this report

At 11:32 am, Mayor Alex Walker left the meeting.

6.9 Risk and Mitigation of Earthquake Prone Council Facilities

PURPOSE

The purpose of this paper is to report to the Risk and Assurance Committee (the Committee) on Council’s risk management of three of its buildings that have received a Detailed Seismic Assessment (DSA) and are considered potentially earthquake-prone. This report also provides an update on the other primary facilities yet to receive a DSA.

Committee Resolution

Moved: Cr Jerry Greer

Seconded: Cr Brent Muggeridge

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

Carried

Mrs Leaf and Mr Tate presented this report

The Committee adjourned at 11.48am for a morning tea break.

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

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

6.1 - External Audit Plan for the Year Ending 30 June 2021

s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest

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

The Council moved into the public excluded forum at 12.15 pm.

6 Date of Next Meeting

Committee Resolution

Moved: Cr Jerry Greer

Seconded: Cr Brent Muggeridge

THAT the next meeting of the Central Hawke's Bay District Council Risk and Assurance Committee be held on 27 May 2021.

Carried

7 Time of Closure

The Meeting closed at 12.32pm.

The minutes of this meeting were confirmed at the Risk and Assurance Committee Meeting held on 27 May 2021.

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

CHAIRPERSON

6.2 Minutes of the Strategy and Wellbeing Committee Meeting held on 25 March 2021

File Number:

Author: Monique Davidson, Chief Executive

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Minutes of the Strategy and Wellbeing Committee Meeting held on 25 March 2021

Recommendation

1. That the minutes of the meeting of the Strategy and Wellbeing Committee held on 25 March 2021 be received.

Strategy and Wellbeing Committee Meeting Minutes

25 March 2021

UNCONFIRMED MINUTES OF Central HAwkes Bay District Council
Strategy and Wellbeing Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 25 March 2021 AT 9.00am

PRESENT: Dr Roger Maaka

Cr Jerry Greer

Cr Kate Taylor (via zoom)

Cr Exham Wichman (on leave)

Mayor Alex Walker

Deputy Mayor (Chair) Kelly Annand

Cr Tim Aitken

Cr Brent Muggeridge

Cr Gerard Minehan

Cr Pip Burne

IN ATTENDANCE: Monique Davidson (Chief Executive Officer)

Doug Tate (Group Manager, Customer and Community Partnerships)

Brent Chamberlain (Chief Financial Officer)

Kim Parker (Communications and Engagement Manager)

Joshua Lloyd (Group manager, Infrastructure and Development)

Dale Grant (Kainga Ora) entered meeting 9.00AM

9.03am Tim Aitken entered the meeting

1 Apologies

Apologies for absence from Cr Exham Wichman

2 Declarations of Conflicts of Interest

Nil

3 Standing Orders

Committee Resolution

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

4 Confirmation of Minutes

Committee Resolution

Moved: Cr Jerry Greer

Seconded: Cr Brent Muggeridge

That the minutes of the Strategy and Wellbeing Committee Meeting held on 22 October 2020 as circulated, be confirmed as true and correct.

Carried

5 Report Section

6.1 Strategy and Wellbeing Committee Priority Report

PURPOSE

The purpose of this report is for the Strategy and Wellbeing Committee to receive a report on the progress of key committee priorities.

Committee Resolution

Moved: Cr Pip Burne

Seconded: Cr Tim Aitken

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

Carried

Mrs Davidson presented this report. Deputy Mayor Annand followed on with an update on CHB Housing Needs Assessment then followed by a presentation from Dale Grant from Kainga Ora. followed with an update on waste free CHB from Mrs Wiggins and Mr Lloyd.

9.51am Dale Grant leaves meeting

6.2 Committee Resolution Monitoring Report

PURPOSE

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

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Jerry Greer

Recommendation

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

Carried

Mrs Davidson presented the report.

6.3 Adoption of the Ongaonga Community Plan

PURPOSE

The matter for consideration by the Council is to consider the adoption of the Ongaonga Community Plan.

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Pip Burne

That having considered all matters raised in the report:

a) That the Committee adopt the Ongaonga Community Plan.

Carried

Mr Tate presented the report. Followed by a discussion from the Ongaonga community.

6.4 Adoption of Takapau Community Plan

PURPOSE

The matter for consideration by the Council is to consider the adoption of the Takapau Community Plan.

Committee Resolution

Moved: Cr Kate Taylor

Seconded: Cr Gerard Minehan

That having considered all matters raised in the report:

a) That the Committee adopt the Takapau Community Plan.

Carried

Mr Tate presented the report. Followed by a discussion from the Takapau community.

The Committee adjourned at 10.50am for morning tea break.

The Committee meeting resumed at 11.15am.

6.5 COVID-19 and Drought Economic Action Plan Update - March 2021

PURPOSE

The purpose of this report is to update the Committee on the COVID-19 and Drought Economic Recovery Actin Plan adopted in 2020.

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Brent Muggeridge

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

Carried

Mr Tate presented the report.

6 Date of Next Meeting

Committee Resolution

Moved: Cr Pip Burne

Seconded: Cr Gerard Minehan

THAT the next meeting of the Strategy and Wellbeing Committee be held on 6 May 2021.

Carried

7 Time of Closure

The Meeting closed at 11:28.

The minutes of this meeting were confirmed at the Strategy and Wellbeing Committee Meeting held on 6 May 2021.

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CHAIRPERSON

Finance and Planning Committee Meeting Minutes

25 February 2021

MINUTES OF Central HAwkes Bay District Council
Finance and Planning Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 25 February 2021 AT 9.00am

PRESENT: Mayor Alex Walker

Cr Tim Aitken

Deputy Mayor Kelly Annand

Cr Gerard Minehan

Cr Brent Muggeridge

Dr Roger Maaka

Cr Jerry Greer

Cr Kate Taylor

Cr Exham Wichman

Cr Pip Burne

IN ATTENDANCE:

Monique Davidson (Chief Executive)

Nicola Bousfield (People and Business Enablement Manager)

Brent Chamberlain (Chief Financial Officer)

Kim Parker (Communications & Engagement Manager)

Darren de Klerk (Director Projects & Programmes)

1 Apologies

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Doug Tate (Group Manager, Customer and Community Partnerships)

2 Declarations of Conflicts of Interest

Non

3 Standing Orders

Committee Resolution

Moved: Deputy Mayor Kelly Annand

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 mannerCarried

4 Confirmation of Minutes

Committee Resolution

Moved: Cr Jerry Greer

Seconded: Cr Exham Wichman

That the minutes of the Finance and Infrastructure Committee Meeting held on 8 October 2020 as circulated, be confirmed as true and correct.

Carried

5 Report Section

6.1 Finance and Infrastructure Committee Monitoring Report

PURPOSE

The purpose of this report is to present to the Finance and Infrastructure Committee an update on key priorities.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Gerard Minehan

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

6.2 Resolution Monitoring Report

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.

Committee Resolution

Moved: Cr Exham Wichman

Seconded: Deputy Mayor Kelly Annand

PURPOSE

Recommendation

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

9.10 Carried

6.3 Funding Assistance Rate Rebate - NZTA

PURPOSE

The matter for consideration by the Committee is deciding where to apply the NZTA rebate of $279,973 refunded from a miscalculation of the funding assistance rate by NZTA.

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Gerard Minehan

That having considered all matters raised in the report:

a) ~~That the Committee allocate the rebated funds of $279,973.00 to replenish the Adverse Events Contingency~~

Change Resolution: The committee allocate the rebated funds of $279,973.00 to be held in reserve while officers explore for leveraging additional funding within the priorities of the Land Transport strategic framework

Additional resolution: That officers prepare for the next Finance and Infrastructure meeting, a report on the status and replenishment of the special funds for Land Transport.

Carried

6.4 Adoption of Sustainable Water Management Plan

PURPOSE

The matter for consideration by the Council is to adopt the Sustainable Water Management Plan.

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Jerry Greer

That having considered all matters raised in the report:

a) The Finance and Infrastructure Committee endorse and adopt the sustainable water management plan for implementation.

Carried

6.5 Preferred Option for Design and Construction of Kairakau Water Upgrade

PURPOSE

The matter for consideration by the Council is to provide Council with an update on the Kairakau Water System Upgrade and request approval from Council to progress with the options and recommendations developed following analysis of technical reviews, public and Iwi consultations.

Committee Resolution

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Pip Burne

That having considered all matters raised in the report:

a) The Finance and Infrastructure Committee approve Option 1 to upgrade and construct a water treatment plant to meet DWSNZ and safeguard ongoing water supply.

b) The Finance and Infrastructure Committee approve to locate the new treatment plant on land outlined in Scenario 2 – being to lease the existing Manawarakau Trust land neighbouring the existing spring and raw water storage

c) The Finance and Infrastructure Committee approve to increase the project budget to $850,000 using existing waters budgets and/ or Tranche One – 3 Waters stimulus funding while ensuring no impact on rates.

d) That officers do additional work on the removal of the hardness in the water to meet community outcomes and report back to the Finance and Infrastructure Committee for consideration as part of the Long Term Plan 2021 – 2031

e) That Council continue to monitor changes in regulations and guidance from Taumata Arawai on the roof water supply

Carried

6.6 Waipukurau Second Water Supply - Project Update

PURPOSE

Further to the Finance and Infrastructure decision 8 October 2020, the matter for consideration by the Committee is to receive a progress update on the project and endorse continuation of developing the intended Option Four Blue Route (the Waipawa / Waipukurau Link) into land access, due diligence, landowner compensation negotiation and continued detailed design.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Gerard Minehan

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

Carried

6.7 Key Project Status Report - BigWaterStory

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Exham Wichman

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

Carried

6.8 Key Project Status Report - BigWastewaterStory

PURPOSE

Following the conception of #thebigwaterstory, Council set about implementing the programme that makes up #thebigwaterstory. A programme manager was appointed and focus given to defining the projects that form the programme in greater detail.

The six wastewater plants form a significant programme of works themselves, and we have prudently decided to report on the progress of these six wastewater plants and their subsequent upgrades and re-consenting separately from #thebigwaterstory.

The purpose of this key project status report serves as an opportunity to formally report to elected members on the progress of each of the projects and their expected delivery against time, scope, budget and quality standards against the larger programme objectives.

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Exham Wichman

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

Carried

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

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

1.1 - Electricity Supply Contract

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)(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)

Committee Resolution

That Council moves out of Open Council into Closed Council.

Moved: Cr Exham Wichman

Seconded: Cr Jerry Greer

Carried

6 Date of Next Meeting

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Jerry Greer

THAT the next meeting of the Central Hawke's Bay District Council FINANCE AND INFRASTRUCTURE be held on 22 April 2021.

Carried

7 Time of Closure

The Meeting closed at 12.25PM

The minutes of this meeting were confirmed at the Finance and Planning Committee Meeting held on 22 April 2021.

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

CHAIRPERSON

CE Employment and Performance Committee Meeting Minutes

4 February 2021

MINUTES OF Central HAwkes Bay District Council
CE Employment and Performance Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 4 February 2021 AT 3.00pm

PRESENT: Mayor Alex Walker

Deputy Mayor Kelly Annand

Cr Tim Aitken

Cr Brent Muggeridge

IN ATTENDANCE: Monique Davidson (CEO)

1 Apologies

Nil

2 Declarations of Conflicts of Interest

3 Standing Orders

RECOMMENDATION

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.

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

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
6.1 - Chief Executive Mid-Year Performance Review	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 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
6.2 - Chief Executive Employment Contract	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 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
6.3 - Chief Executive Employment and Performance Committee Professional Development	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 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

Committee Resolution

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Tim Aitken

That the Chief Executive Employment and Performance Committee moves out of Closed Council into Open Council.

8. Carried

5 Date of Next Meeting

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Deputy Mayor Kelly Annand

THAT the next meeting of the CE Performance and Employment Committee is still to be set but will be in June 2021 for end of year review.

Carried

6 Time of Closure

The Meeting closed at 5.00pm

The minutes of this meeting were confirmed at the CE Employment and Performance Committee Meeting held on .

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

CHAIRPERSON

Council Meeting Agenda

8 April 2021

7.2 Review of Elected Member Remuneration and Expenses Policy

File Number:

Author: Brent Chamberlain, Chief Financial Officer

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Elected Member Remuneration and Expenses Policy ⇩

PURPOSE

The matter for consideration by the Council is the adoption of the updated Elected Member Remuneration and Expenses Policy

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That the report be received and that Council receives the recommendation from the Risk and Assurance Committee that Council adopt the proposed amendments to the Elected Member Remuneration and Expenses Policy” to include additional paragraphs on Receipt of Gifts.

b) That Council adopts the proposed amendments to the Elected Member Remuneration and Expenses Policy.

BACKGROUND

At the 12^th November 2020 Risk and Assurance Meeting, a paper entitled Review of Sensitive Expenditure Policy was tabled. This paper reviewed both the Sensitive Expenditure Policy and the Elected Member Remuneration and Expenses Policy. One of the resolutions of this meeting was that the Elected Member Remuneration and Expenses Policy should be expanded to include further clarity about the procedure upon “receipt of gifts”.

A revised Policy was brought back to Risk and Assurance Meeting on the 31 March 2020, where the revised wording was discussed and agreed to be recommended to Council for adoption.

DISCUSSION

Currently the Sensitive Expenditure Policy (which only applies to staff and Council contractors) sets out the procedures for staff/contractors who receive gifts, and the establishment of a gift register, however the Elected Member Remuneration and Expenses Policy was largely silent on this matter.

When this policy was reviewed on the 12^th November 2020 Risk and Assurance Meeting it was requested that this area of the policy be bolstered to be more reflective of the staff version, and an Elected Member Gift Register be established.

Currently the policy states:

“The receiving of a gift is not strictly ‘sensitive expenditure’; nevertheless, it is a sensitive issue. It is especially important that receiving a gift does not alter Councils decision-making, as this could be perceived as acting without impartiality or integrity.

Under no circumstances should a gift be accepted from an organisation or individual who is involved in the process of negotiating or tendering for the supply of goods or services to the Council.”

What was agreed by Risk and Assurance at the 31^st March 2020 meeting, and is proposed that Council adopts is that the following additional paragraphs be added to the existing policy:

“If a gift over $50 is accepted the Mayor and Governance Support Officer must be notified, and the Mayor shall consider the following points to determine the appropriate disposal of any gift, reward, discounts or inducements:

a) All gifts over $50 received by Councillors are to be recorded in the Gift Register.

b) The Mayor may then distribute any such gifts including;

· Allowing the recipient to keep the gift.

· Consideration will be given to equity, and the association with provider and appropriateness of the person receiving the gift.

· Return the gift to the provider.

c) That Councillors are encouraged to use their discretion as to whether gifts under the value of $50 should be declared on the gift register.”

At the 31^st March Risk and Assurance Meeting the following resolution was passed:

“That having considered all matters raised in the report:

a) That the report be received.

This would bring alignment with the Staff and the Elected Member policies in this area.

RISK ASSESSMENT and mitigation

This policies key outcome is to uphold the reputation and integrity of Council, and to ensure that Council’s use of public funds is open and transparent.

FOUR WELLBEINGS

This policy is about ensuring that Council is fiscally prudent with Council’s resources.

Delegations or authority

This policy is being brought to the Risk and Audit Committee as part of an agreed work program and is one method that Council uses to mitigate the risk of perception of misuse of public funds.

sIGNIFICANCE AND ENGAGEMENT

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

OPTIONS Analysis

Risk and Assurance are recommending that the “Elected Member Remuneration and Expenses Policy” be expanded to include additional paragraphs on receipt of gifts.

Risk and Audit has the ability to endorse the proposed change and recommend to Council that the policy be amended:

1. Accept Risk and Assurance Sub-Committee’s recommendation that the “Elected Member Remuneration and Expenses Policy” be expanded to include the additional paragraphs on receipt of gifts, and this change is recommended to Council for adoption.

2. Reject Risk and Assurance Sub-Committee’s recommendation that the “Elected Member Remuneration and Expenses Policy” be expanded the additional paragraphs on receipt of gifts.

Recommended Option

This report recommends option one, that the “Elected Member Remuneration and Expenses Policy” be expanded to include the additional paragraphs on receipt of gifts, and this change is recommended to Council for adoption, for addressing the matter.

NEXT STEPS

Assuming the recommendations above are adopted, officers will update the “Elected Member Remuneration and Expenses Policy” as proposed, and update the Councils website.

RECOMMENDATION

That having considered all matters raised in the report:

b) That Council adopts the proposed amendments to the Elected Member Remuneration and Expenses Policy.

Council Meeting Agenda

8 April 2021

10 Public Excluded Business

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

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 - Resolution Monitoring Report - Public Excluded	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 - Electricity Supply Contract	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)(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 - Procurement Plan - Consultant Panel Procurement with HDC	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)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority 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 - Proposed Exchange - Reserve Land Waipawa	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)(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
10.5 - Outcome Report on Porangahau-Wimbledon PGF Procurement Contracts	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)(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
10.6 - March Key Project Status Report - District Plan	s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	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
10.7 - Public Excluded Minutes of the CE Employment and Performance Committee Meeting held on 4 February 2021	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

11 Date of Next Meeting

Recommendation

THAT the next meeting of the Central Hawke's Bay District Council be held on 13 April 2021.

12 Time of Closure