Finance and Infrastructure Committee Meeting Minutes

22 April 2021

MINUTES OF Central HAwkes Bay District Council
Finance and Infrastructure Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 22 April 2021 AT 9.00am

PRESENT:              Mayor Alex Walker

Cr Tim Aitken

Deputy Mayor Kelly Annand

Cr Gerard Minehan

Cr Brent Muggeridge (Chairperson)

Cr Jerry Greer

Cr Kate Taylor

Cr Exham Wichman

Cr Pip Burne

Dr Roger Maaka

IN ATTENDANCE: Monique Davidson (Chief Executive)

Brent Chamberlain (Chief Financial Officer)

Doug Tate (Group Manager, Customer and Community Partnerships)

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Nicola Bousfield (Group Manager, People and Business Enablement)

Darren de Klerk (Director Projects & Programmes)

Shawn McKinley (Land Transport Manager)

Caitlyn Dine (Governance and Support Officer)

1            Apologies

Nil

2            Declarations of Conflicts of Interest

Nil

3            Standing Orders

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Exham Wichman

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 Gerard Minehan

Seconded:  Cr Kate Taylor

That the minutes of the Finance and Infrastructure Committee Meeting held on 25 February 2021 as circulated, be confirmed as true and correct.

Carried

5            Report Section

6.1         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 Jerry Greer

Seconded:  Cr Tim Aitken

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

Carried

Mrs Davidson presented this report.

6.2         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 Gerard Minehan

Seconded:  Cr Kate Taylor

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

Carried

Mrs Davidson presented this report.

6.3         Roading Control Authority Performance Report

PURPOSE

The purpose of this report is to provide the Committee with the results of the 2019 – 2020 Road Controlling Authority (RCA) report created by the Road Efficiency Group (REG) prepared on behalf of LGNZ and NZTA

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Tim Aitken

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

Carried

Mr McKinley and Mr Lloyd presented this report.

6.4         Review of the Adverse Events and Catastrophic Events Funds

PURPOSE

The matter for consideration by the Council is to review the Adverse Events and Catastrophic Events Funds.

Committee Resolution  

Moved:       Cr Kate Taylor

Seconded:  Mayor Alex Walker

That having considered all matters raised in the report:

a)         That Finance and Infrastructure Committee receives the report entitled “Review of the Adverse Events and Catastrophic Events Funds”.

b)         That the Committee agree to amend the policy by adjusting the size of the funds for inflation, making the adverse events fund $600,000, and the catastrophic events fund $2,400,000.

c)         The Committee agrees to transfer $500,000 from the catastrophic events fund to the adverse events fund.

d)         That the Committee apply the NZTA refund of $279,973 to the adverse events fund.

Carried

Mr Chamberlain presented this report.

Shawn McKinley left the meeting 9.42am

6.5         Key Project Status Report - Porangahau to Wimbledon Roads PGF Programme

PURPOSE

To add a level of oversight on this significant programme for CHBDC, this report aims to inform and keep council and the community updated on the progress of this important externally funded programme of works.

Committee Resolution  

Moved:       Cr Exham Wichman

Seconded:  Cr Kate Taylor

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

Carried

Mr de Klerk presented this report.

6.6         Key Project Status Report - 3 Waters Tranche One Stimulus

PURPOSE

To add a level of oversight on this significant programme for CHBDC, this report aims to inform and keep council and the community updated on the progress of this important externally funded programme of works.

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Deputy Mayor Kelly Annand

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

Carried

Mr de Klerk presented this report.

6.7         Elected Members Expenses for January 2020 to February 2021

PURPOSE

The purpose of this report is to update the Committee on the Elected Members’ Expenses for the thirteen months covering January 2020 to February 2021.

Committee Resolution  

Moved:       Cr Tim Aitken

Seconded:  Deputy Mayor Kelly Annand

That, having considered all matters raised in the report, the Elected Members Expenses for January 2020 to February 2021 report be noted.

Carried

Mr Chamberlain presented this report.

At 10:08 am, Deputy Mayor Kelly Annand left the meeting.

At 10:08 am, Mayor Alex Walker left the meeting.

At 10:08 am, Mrs Davidson left the meeting.

6.8         Whenua Māori Rating Amendment Bill

PURPOSE

The purpose of this report is to keep Councillors abreast of the Whenua Māori Rating Amendment Bill that is passing through Central Government at present and its implications on Central Hawkes Bay District Council and in Long Term Plan Budgets.

Committee Resolution  

Moved:       Cr Exham Wichman

Seconded:  Cr Kate Taylor

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

Carried

Mr Chamberlain presented this report.

6.9         Nga Ara Tipuna ki Tamatea - Project Update

PURPOSE

The purpose of this report is to provide an update to the Committee on Provincial Growth Fund partnership project with Te Taiwhenua o Tamatea – Nga Ara Tipuna ki Tamatea.

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Kate Taylor

That the update report on the Project Nga Ara Tipuna Ki Tamatea be received by the Committee

Carried

Mr Tate presented this report.

6.10       Financial Reporting for the eight months to February 2021

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 eight months of 2020/21 financial year.

Committee Resolution  

Moved:       Cr Pip Burne

Seconded:  Cr Gerard Minehan

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

Carried

 Mr Chamberlain presented this report.

At 10:38 am the meeting adjourned for a break and the Prime Minister visit.

At 12:56 am the meeting resumed into public excluded business.

Councillor Jerry Greer apology not present for Public Excluded Business.

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  

Moved:       Cr Jerry Greer

Seconded:  Cr Tim Aitken

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
7.1 - Resolution Monitoring Report	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)(b)(i) - the withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	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
7.2 - Water Rates Remission due to water leak	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	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

6       Date of Next Meeting

Recommendation

THAT the next meeting of the Central Hawke's Bay District Council be held on 12 August 2021.

7            Time of Closure

The Meeting closed at 1:49 pm.

The minutes of this meeting were confirmed at the Finance and Infrastructure Committee Meeting held on 12 August 2021.

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CHAIRPERSON