Agenda of Council Meeting - Thursday, 3 June 2021

Council Meeting Agenda

3 June 2021

MINUTES OF Central Hawkes Bay District Council
Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 13 May 2021 AT 9.00am

PRESENT: Mayor Alex Walker

Deputy Mayor Kelly Annand

Cr Jerry Greer

Cr Exham Wichman (apology)

Cr Brent Muggeridge

Cr Tim Aitken

Cr Gerard Minehan

Cr Kate Taylor

Cr Pip Burne

Roger Maaka (Kaiarahi Matua) (not present)

IN ATTENDANCE: Monique Davidson (Chief Executive)

Brent Chamberlain (Chief Financial Officer)

Nicola Bousfield (Group Manager, People and Business Enablement)

Doug Tate (Group Manager, Customer and Community Partnerships)

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Darren de Klerk (Director Projects and Programmes)

Caitlyn Dine (Governance and Support Officer)

1 Prayer

Mayor Walker led the prayer

2 Apologies

Resolved: 21.50

Moved: Mayor Alex Walker

Seconded: Cr Kate Taylor

That the apologies for absence from Cr Wichman be accepted.

Carried

3 Declarations of Conflicts of Interest

Councillor Burne declared she is an employee at Stephenson Transport and a trustee of the Central Hawkes Bay Community Trust.

Councillor Annand declared her husband is a builder and they are looking to subdivide land in the near future. Councillor Annand has met with Sir Graham Avery from Community Fitness Trust.

4 Standing Orders

Resolved: 21.51

Moved: Cr Gerard Minehan

Seconded: Cr Kate Taylor

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: 21.52

Moved: Cr Pip Burne

Seconded: Cr Jerry Greer

That the minutes of the Ordinary Council Meeting held on 13 April 2021 as circulated, be confirmed as true and correct.

Carried

6 Reports from Committees

Nil

7 Report Section

7.1 Long Term Plan 2021 - 2031 Scene Setting - Overview Report

PURPOSE

The purpose of this report is to provide a summary on the Long Term Plan 2021 – 2031 process, and the matters still be deliberated on.

Resolved: 21.53

Moved: Cr Kate Taylor

Seconded: Cr Brent Muggeridge

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

Carried

Mr Chamberlain presented this report.

Councillor Muggeridge asked about shifting the additions from the general rates into the UAGC as he had concern about rural rate payers. There was further discussion around how this works.

Councillor Taylor spoke to the movement that rural rate payers may not directly paying for the three waters infrastructure, yet feel indirectly they are.

7.2 Long Term Plan 2021 - 2031 Draft Deliberations Report: Drinking Water, Stormwater and Wastewater Bylaws.

PURPOSE

The matter for consideration by the Council is to consider and deliberate on submissions made on the 3 Waters Bylaws review (Water Supply, Stormwater and Wastewater bylaws).

Resolved: 21.54

Moved: Cr Gerard Minehan

Seconded: Cr Pip Burne

That having considered all matters raised in the report:

a) That Council receive the changes made to the Proposed Water Supply, Stormwater and Wastewater Bylaws attached to this report, following its release for community consultation as part of the 2021 – 2031 Long Term Plan.

b) That council adopt the draft 2021 Water Supply Bylaw attached to this report, with the Policy having immediate effect upon its adoption.

c) That council adopt the draft 2021 Stormwater Bylaw attached to this report, with the Policy having immediate effect upon its adoption.

d) That council adopt the draft 2021 Wastewater Bylaw attached to this report, with the Policy having immediate effect upon its adoption.

e) That the submitters are thanked for their comments, which are acknowledged and further that the information contained in this report is provided to submitters.

Carried

Mr de Klerk presented this report.

Councillor Aitken asked if the word “eliminate” could be removed from the storm water bylaw report, he was uncomfortable with this word as we will never be able to eliminate the effect on the environment. Mr de Klerk explained the wording for this as a hierarchy of controls your first option is to eliminate then mitigate, manage or control if you cannot eliminate. It is a policy statement across all bylaws to manage the sustainability of growth.

Councillor Minehan spoke to the motion that it was time our Council reviewed the three water bylaws as they needed to be refreshed and updated to reflect our environmental and infrastructural demands for this present time and future needs. Councillor Minehan acknowledged the thoroughness and in depth detail submissions that came through. Council has been asked over again about new build homes to capture rain water and Council can finally make that happen for the community.

Councillor Burne spoke to the motion that she supports the recommendation and followed on from what Councillor Minehan spoke about. Councillor Burne asked if we could incentivise water conservation to existing water tank home owners as well. Councillor Burne spoke about an education programme to install tanks and low interest loans and that Council promoted drought resilient planting to conserve water in the summer. Councillor Burne acknowledged it is great to see we are moving in the right direction.

7.3 Long Term Plan 2021 - 2031 Draft Deliberations Report: Challenge 1 - Planning and Funding our Wastewater Upgrades

PURPOSE

The matter for consideration by the Council is to consider and deliberate on consultation feedback related to Challenge # 1 – ‘Planning and Funding our Wastewater Upgrades’ received through the Long Term Plan process.

Resolved: 21.55

Moved: Mayor Alex Walker

Seconded: Cr Brent Muggeridge

That having considered all matters raised in the report:

a) That Council adopt Option 4 to implement the 15 year investment programme of wastewater upgrades across the six wastewater systems through loan funding.

b) That council endorse the approach to recover a capital contribution from Trade Waste Industry contributors in addition to the current operational charges – with adoption taking place through the Revenue and Financing Policy and Annual fees and charges setting.

c) That the submitters are thanked for their comments which are acknowledged and further that the information contained in this report is provided to the submitters.

Carried

Mr de Klerk presented this report.

Mayor Walker spoke to the motion that it is only right that we get this work underway. The whole of Central Hawkes Bay wants this to be successful. It is vital to get this done right for a thriving CHB.

Councillor Muggeridge spoke to the motion reiterating what Mayor Walker spoke about. The biggest issue since being elected to Council “dig once do it right”.

Councillor Annand noted everyone should be proud of where we are at.

7.4 Long Term Plan 2021 - 2031 Draft Deliberations Report: Trade Waste Bylaw

PURPOSE

The matter for consideration by the Council is to consider and deliberate on submissions made on the 2021 Draft Trade Waste bylaw.

Resolved: 21.56

Moved: Cr Brent Muggeridge

Seconded: Cr Gerard Minehan

That having considered all matters raised in the report:

a) That council adopt the draft 2021 Trade Waste Bylaw with minor changes as presented.

c) That council endorse the approach to phase or stage the recovery of capital contribution towards 100% within four years as set out in the revenue and financing policy.

d) That Council note that industry paying for their share of capital contribution relevant to the cost of discharging was the communities preferred outcome.

e) That the submitters are thanked for their comments, which are acknowledged and further that the information contained in this report is provided to submitters.

Carried

Mr de Klerk presented this report.

Councillor Muggeridge spoke to the motion no reason why a rate payer should subsidise business, it’s a cost they have to occur, it gives them incentive to do treatment on their own property which would reduce Councils overall costs by a significant amount if trade wasters treated their own waste on their properties.

Councillor Minehan spoke to the motion we as a community must all play our part in trying to solve our waste water problem. We must be mindful of passing the new Trade Waste bylaw that the trade waste industry is going to be burdened by a new capital contribution cost, but most trade waste partnerships are about community and business doing the right thing.

7.5 Long Term Plan 2021 - 2031 Draft Deliberations Report: Challenge 2 - Funding Replacement of our Assets

PURPOSE

The matter for consideration by the Council is to consider consultation feedback related to Challenge # 2 – ‘Funding the Replacement of our Assets’ received through the Long Term Plan process - The Funding for Replacement of Our Assets.

Resolved: 21.57

Moved: Cr Gerard Minehan

Seconded: Cr Kate Taylor

That having considered all matters raised in the report:

a) That Council adopt Option 1 as set out in the Long Term Plan 2021 - 2031 for Challenge 2. To debt fund for 5 years, to deliver essential renewals and upgrades to our drinking water, wastewater (excluding the big waste water story upgrade) and storm water assets and community facilities assets.

b) That the submitters are thanked for their comments, which are acknowledged and further that the information contained in this report is provided to submitters.

Carried

Mr Lloyd presented this report.

Councillor Minehan spoke to the motion it is very important to start doing renewals. Hopefully once the renewals get started there will be less and less complaints on water leaks. Common sense to start repairing our assets. High risk on major failures if we don’t do this.

Councillor Taylor spoke to the motion “no more band aids” 94% in favour of option 1, it has the best balance between meeting infrastructure needs and affordability.

Meeting adjourned at 10:41am for morning tea break.

Meeting resumed at 11:09am

7.6 Long Term Plan 2021 - 2031 Draft Deliberations Report: Challenge 3 - Creating a Waste Free CHB

PURPOSE

The matter for consideration by the Council is the LTP deliberations with respect to Challenge 3 and a Waste Free CHB.

Motion

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Kate Taylor

In Favour: Crs Alex Walker, Kelly Annand, Jerry Greer, Tim Aitken, Gerard Minehan, Kate Taylor, Pip Burne and Roger Maaka

Against: Cr Brent Muggeridge

carried 8/1

That having considered all matters raised in the report:

a) That Council adopt Option 1 as set out in the Long Term Plan 2021 – 2031 for Challenge 3, specifically that Council selects the following service delivery approach for Solid Waste:

1. Extend the recycling and rubbish service at an increase of $42,000 per year, and

2. Introduce a wheeled bin refuse service in year 3, and

3. Introduce a 3 crate system for recycling, and

4. Close the drop off centres in Otane, Takapau, Tikokino and Ongaonga and the create a targeted rural recycling scheme.

b) That the submitters are thanked for their comments, which are acknowledged and further that the information contained in this report is provided to submitters.

Amendment

Moved: Mayor Alex Walker

Seconded: Cr Kate Taylor

That Council increases the UAGC contribution to Solid Waste activities from $35k to $70k.

Mr Lloyd and Mrs Wiggins presented this report.

Councillor Annand spoke to the motion that she is excited to see the extension of recycling and rubbish centres in to rural towns a good thing for our people and has confidence in the trailer system that rural and beaches now have the benefit of being able to take part in recycling. Councillor Annand noted “we can always go back and change things”.

Councillor Taylor spoke to the motion she acknowledged we wouldn’t be looking at changing if what we had was working. She looks forward to seeing the targeted rural recycling scheme develop.

Councillor Muggeridge was against getting rid of drop off centres but in favour of the other recommendations.

Councillor Aitken can concur with Councillor Muggeridge about the drop off centres but agrees with Councillor Annand in saying “we can always change things”

Mayor Walker noted roadside recycling will lessen the amount that goes to landfill and reduce the amount of contamination and the “big bang” for this is the increase in curb side recycling to rural townships outside of Waipawa and Waipukurau.

7.7 Long Term Plan 2021 - 2031 Draft Deliberations Report: Challenge 4 - How we pay for growth

PURPOSE

The purpose of this report is to present to Council the submissions and analysis related to Challenge 4 – How do we pay for growth, one of the key decisions required as part of the Long Term Plan 2021 – 2031.

Resolved: 21.58

Moved: Cr Tim Aitken

Seconded: Cr Jerry Greer

That having considered all matters raised in the report:

a) That Council note that Option 1 – that Developers pay for the full cost of growth was the communities preferred option.

b) That Council notes K Bayliss’ submission relating to the remission of development contributions and takes no action at this time.

c) That Council receive the changes made to the Proposed Development Contributions Policy attached to this report, following its release for community consultation as part of the 2021 – 2031 Long Term Plan.

d) That Council adopt the Proposed Development Contributions Policy 2021 attached to this report, with the Policy having immediate effect upon its adoption.

e) That the submitters are thanked for their comments, which are acknowledged and further that the information contained in this report is provided to submitters.

Carried

Mr Tate presented this report.

Councillor Aitken spoke to the motion that he accepts the fact we are a bit late as a lot is going on in the district that will put pressure on our infrastructure going forward. It is unfair on our community at present who are already paying for infrastructure upgrades to also be paying for developments going forward.

Meeting adjourned at 12:25pm for a lunch break.

Meeting resumed at 1:10pm

7.8 Long Term Plan 2021 - 2031 Draft Deliberations Report: Financial and Infrastructure Strategy

PURPOSE

The matter for consideration by the Council is to consider consultation feedback on the financial and infrastructure strategy received through the Long Term Plan process and to make any required decisions.

Resolved: 21.59

Moved: Cr Brent Muggeridge

Seconded: Cr Pip Burne

That having considered all matters raised in the report:

a) That the submitters are thanked for their comments which are acknowledged and further that the information contained in this report is provided to the submitters.

b) That the Financial and Infrastructure Strategies pending amendments following Councils decisions on the key 4 challenges and other activities be endorsed, ready for adoption when the Long-term Plan 2021 – 2031 is considered for adoption.

c) That the Treasury Management Policy (including Investment and Liability Policies) attached to this report be adopted.

Carried

Mr Chamberlain and Mr Lloyd presented this report.

Mayor Walker noted this is our time to be investing in our infrastructure.

7.9 Long Term Plan 2021-2031 Draft Deliberation Reports: Planning and Regulatory Services

PURPOSE

The purpose of this report is to present to Council the submissions received on the Long Term Plan consultation in relation to the Planning and Regulatory Services Activity. It provides an analysis of the submissions.

Resolved: 21.60

Moved: Cr Gerard Minehan

Seconded: Cr Pip Burne

That, having considered all matters raised in the report:

a) That the submitters are thanked for their comments which are acknowledged and further that the information contained in this report is provided to the submitters.

Carried

Mr Tate, Mrs Harrison and Mrs Burns presented this report.

Councillor Minehan spoke to the motion in congratulating all submitters acknowledging they had great points.

7.10 Long Term Plan 2018-2028 Draft Deliberation Reports: Land Transport

PURPOSE

The purpose of this report is to present to Council the submissions received on the Long Term Plan consultation in relation to Land Transport. It provides an analysis of the submissions and some options for the Council to consider.

Resolved: 21.61

Moved: Mayor Alex Walker

Seconded: Cr Tim Aitken

That, having considered all matters raised in the report:

a) That the submitters are thanked for their comments which are acknowledged and further that the information contained in this report is provided to the submitters.

b) That Council continue to lobby and leverage Waka Kotahi to provide funding to the sealing of unsealed roads.

Carried

Amendment

Moved: Mayor Alex Walker

Seconded: Cr Tim Aitken

c) That Council increases the land transport rate by $200,000 per year to progress sealing of unsealed hot spots.

Carried

Mr Lloyd and Mr McKinley presented this report.

Mayor Walker spoke to the motion adding a third recommendation.

7.11 Long Term Plan 2018-2028 Draft Deliberation Reports: Places and Open Spaces

PURPOSE

The purpose of this report is to present to Council the submissions received on the Long Term Plan consultation in relation to the Places and Open Spaces Activity. It provides an analysis of the submissions and some options for the Council to consider.

Resolved: 21.62

Moved: Cr Brent Muggeridge

Seconded: Cr Kate Taylor

That, having considered all matters raised in the report:

a) That the submitters are thanked for their comments which are acknowledged and further that the information contained in this report is provided to the submitters.

b) That Council encourage the clubs of Russell Park to actively participate in Councils Community Facility Plan, intended to commence this calendar year, subject to the confirmation of funding in the 2021 – 2031 Long Term Plan.

c) That Council provide new operational funding of $35,000 in Year 2 and 3 of the Long Term Plan, to provide operational support and resourcing for the development of the Sporthub Project at Russell Park.

d) That Council reconsiders the request for temporary changing rooms, following the completion of the Community Facilities Plan, wider club feedback relating to the timing and scope of any multisport hub project for Russell Park and an assessment of actual demand and need, either in the 2022/23 Annual Plan or as an Officer report.

Carried

Amendment

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Gerard Minehan

That Council supports the concept of the development of the sports hub project at Russell Park. Recognising it as a key strategic asset for Central Hawkes Bay.

Carried

Mr Tate and Mrs Leaf presented this report.

Noted the removal of C and added amendment.

7.12 Long Term Plan 2018-2028 Draft Deliberation Reports: Community Leadership

PURPOSE

The purpose of this report is to present to Council the submissions received on the Long Term Plan consultation in relation to the Community Leadership Activity. It provides an analysis of the submissions and provides some options for Council to consider.

Resolved: 21.63

Moved: Cr Kate Taylor

Seconded: Cr Tim Aitken

That, having considered all matters raised in the report:

a) That the submitters are thanked for their comments which are acknowledged and further that the information contained in this report is provided to the submitters.

Carried

Mr Tate presented this report.

7.13 Long Term Plan 2018-2028 Draft Deliberation Reports: Solid Waste

PURPOSE

The purpose of this report is to present to Council the submissions received on the Long Term Plan consultation in relation to the Solid Waste activity. It provides an analysis of the submissions and some options for the Council to consider.

Resolved: 21.64

Moved: Cr Gerard Minehan

Seconded: Cr Kate Taylor

That, having considered all matters raised in the report:

a) That the submitters are thanked for their comments which are acknowledged and further that the information contained in this report is provided to the submitters.

Carried

Mr Lloyd presented this report.

7.14 Management Submission to the Long Term Plan 2021 - 2031 Deliberations

PURPOSE

The purpose of this report is to make a management submission on the Long Term Plan (LTP)

2021-2031 deliberations.

Resolved: 21.65

Moved: Cr Kate Taylor

Seconded: Mayor Alex Walker

That having considered all the matters raised in the report:

a) That Council note the Management submission presented to Council, outlining recommended changes to the Long Term Plan 2021 – 2031 budgets, since draft budgets were initially adopted.

c) The Council repurposes up to $160,000 of funding in Year 1 of the Long Term Plan identified to support the upgrades of the Central Hawke’s Bay District Community Trust Assets, in order for a full and comprehensive review of the Trust’s assets and future maintenance and renewal liabilities to be identified for the Pool Complex, Gymnasium and Stadium and Sports Turf Complex.

d) That Council acknowledges that the Trust will require financial support for the implementation of any short-term works to remediate and make safe the ceiling of the indoor pool complex and that the remaining funds identified in Year 1 of the Long Term Plan to support the upgrades required of the Central Hawke’s Bay District Community Trust Assets are retained, with a further report to Council being made, prior to the release of any funds.

e) That The Trust and Council work collaboratively as part of the Central Hawke’s Bay Community Facilities Plan Review, to understand the role and opportunities for the Trust now, and into the future.

f) That Council provide funding of $37,813 in Year 1 of the Long Term Plan, funded through debt for covers of the Waipawa Centennial Memorial Pool.

g) That Council loan fund a $30,000 contribution to the Hawke’s Bay Community Fitness Centre Trust, funded over three years through loans.

h) That Council note and endorse the $15,000 of Interest be allocated to Special Funds, rather than general funds, thus increasing general rates by$15,000.

i) That Council note and endorse the recommendation that Asset Life Expectancy of new Assets be reviewed which will impact depreciation charges, but have no rating impact.

j) That Council note and endorse the increase in budget allowances for electricity budgets in light of the recent Electricity Contract Renewal increases, increasing general rates by $11,000, UAGC $4,000 and Targeted Water Rates by $10,000

k) That Council note and endorse the reallocation of Kiwisaver costs to be allocated as a direct cost rather than an overhead in line with NZTA audit recommendations. This will increase general rates by $29,515, increase UAGC $7,820, decrease land transport rates by $31,325, and decrease 3 Waters Targeted Rates by $8,403.

.Carried

Mr Tate and Mr Chamberlain presented this report.

Amendment made B removed and numbers for UAGC updated. C D E J K motions changed as there were mistakes in initial resolutions.

Mayor Walker spoke to the motion thanking the trust for working with Council and is very keen to provide some support the Community Fitness Centre trust.

Councillor Taylor spoke to the motion important for the young people of Central Hawkes Bay.

Councillor Burne noted a conflict of interest being a trustee of the Community Trust and acknowledged the great work.

Meeting Adjourned at 3:00pm for an afternoon tea break.

Meeting resumed at 3:21pm

Resolution to extend the meeting

Resolved: 21.66

Moved: Mayor Alex Walker

Seconded: Cr Pip Burne

That the meeting be extended longer than 6 hours.

Carried

7.15 Revenue and Financing Policy, and Fees and Charges 2021/22

PURPOSE

The matter for consideration by the Committee is the adoption of the Revenue and Financing Policy aswell as the Fees and Charges for 2021/22.This is the report where Council will make the key policy decision related to the Trade Waste contribution to the Wastewater Capital upgrade.

RECOMMENDATION FOR CONSIDERATION

That, having considered all matters raised in the report:

1. That Council adopts the revision to the “Revenue and Financing Policy” as set out in Attachment 1 as per amendment.

2. That Council adopts the Fees and Charges for the financial year dated 2021/22 as set out in Attachment 2.

3. That Council specifically adopts to introduce a trade waste capital contribution charges as set out in Trade Waste Fees and Charges sections B13-B22.

4. That Council specifically adopts to phase in the Trade Waste capital contribution to be 100% within four years, commencing with a 33% contribution in Year One, 37% in Year Two, and 75% in Year Three.

5. That Council give notice pursuant to Section 103 of the Local Government Act 2002 of its intention to prescribe the fees payable for the period 1 July 2021 to 30 June 2022 in respect of certificates, authorities, approvals, consents, and services given or inspections made by the Council under the Local Government Act 2002, the Building Act 2004, the Building (Infringement Offences, Fees, and Forms) Regulations 2007, the Amusement Devices Regulations 1978, the Resource Management Act 1991, Health (Registration of Premises) Regulations 1966, Sale and Supply of Alcohol (Fees) Regulations 2013, the Gambling Act 2003, the Burial and Cremation Act 1964, and the Central Hawke’s Bay District Council Bylaws as set out in the Fees and Charges Schedule 2021/22.

Councillor Minehan moved initial resolutions 1-5 with Councillor Muggeridge seconding it. Councillor Muggeridge withdrew his motion and the initial resolution failed, amendments were then made.

Amendment

Moved: Mayor Alex Walker

Seconded: Cr Brent Muggeridge

3. That Council specifically adopts to introduce a trade waste capital contribution charges as set out in Trade Waste Fees and Charges sections B13-B22.

4. That Council specifically adopts to phase in the Trade Waste capital contribution to be 100% within four years, commencing with a 50% contribution in Year One, 60% in Year Two, and 85% in Year Three.

In Favour: Crs Alex Walker, Kelly Annand, Jerry Greer, Brent Muggeridge, Tim Aitken, Kate Taylor and Roger Maaka

Against: Cr Gerard Minehan

Abstained: Cr Pip Burne

carried 7/1

amendment

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Pip Burne

1. That Council adopts the revision to the “Revenue and Financing Policy” as set out in Attachment 1 as per amendment.

2. That Council adopts the Fees and Charges for the financial year dated 2021/22 as set out in Attachment 2.

Carried

Amendment

Moved: Cr Brent Muggeridge

Seconded: Cr Tim Aitken

That Council conduct a rate review to examine the weighting between the General Rate and the UAGC in the 2021/2022 year. And further that the rating review gives particular reference to differentials regarding the distance of those living to our urban services.

That Council allocates a further $20,000.00 within the Community Leadership Budget for the 2021/2022 year to fund this work.

carried

Mr Chamberlain and Mr de Klerk presented this report.

8 Chief Executive Report

Nil

9 Public Excluded Business

Nil

10 Date of Next Meeting

Resolved: 21.67

Moved: Cr Jerry Greer

Seconded: Deputy Mayor Kelly Annand

THAT the next meeting of the Central Hawke's Bay District Council be held on 3 June 2021.

Carried

11 Time of Closure

The Meeting closed at 4:16pm

The minutes of this meeting were confirmed at the Council Meeting held on 3 June 2021.

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

CHAIRPERSON

Council Meeting Agenda

3 June 2021

MINUTES OF Central HAwkes Bay District Council
Extraordinary Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 27 May 2021 AT 2.00pm

PRESENT: Mayor Alex Walker

Deputy Mayor Kelly Annand

Cr Jerry Greer

Cr Exham Wichman

Cr Brent Muggeridge

Cr Tim Aitken

Cr Gerard Minehan

Cr Kate Taylor

Cr Pip Burne

Kaiarahi Matua Roger Maaka

IN ATTENDANCE: Monique Davidson (Chief Executive)

Brent Chamberlain (Chief Financial Officer)

Nicola Bousfield (Group Manager, People and Business Enablement)

Doug Tate (Group Manager, Customer and Community Partnerships)

Darren de Klerk (Director Projects and Programmes)

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Caitlyn Dine (Governance and Support Officer)

District Plan Committee members/Sage Planning

1 Karakia

Kaiarahi Matua Roger Maaka led the Karakia

2 Apologies

Mayor Walker noted an apology from former Deputy Mayor Ian Sharpe who has also been a member of the District Plan Committee.

3 Declarations of Conflicts of Interest

NIL

4 Standing Orders

Resolved: 21.68

Moved: Cr Pip Burne

Seconded: Cr Kate Taylor

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

Mayor Walker invited District plan Committee Chair person Mick Lester to come sit at the table.

5 Report Section

5.1 Notification of Section 32 Reports and the Proposed District Plan under the Resource Management Act 1991

PURPOSE

This report seeks the approval of Council to publicly notify the Section 32 Reports and the Proposed Central Hawkes Bay District Plan, in accordance with Part 1 of Schedule 1 of the Resource Management Act 1991 (RMA).

Resolved: 21.69

Moved: Mayor Alex Walker

Seconded: Cr Jerry Greer

That having considered all matters raised in the report:

a) That having had particular regard to the Section 32 Reports contained in the Public Excluded Agenda under item XX, and withheld under Section 48(1)(d) of the Local Government Official Information and Meetings Act 2002, that Council resolves to adopt and publicly notify the Proposed Central Hawke’s Bay District Plan in accordance with Clause 5 of Part 1 of Schedule 1 of the Resource Management Act 1991, also contained in the Public excluded Agenda under item XX and also withheld under Section 48(1)(d) Local Government Official Information and Meetings Act 2002.

b) That Council confirms the intended public notification date of 28 May 2021 and resolves to set the closing date for submissions as 6 August 2021 for that notification date, and that the Section 32 Reports and Proposed Central Hawke’s Bay District Plan are released as public information on 28 May 2021.

c) That the Council rescinds its delegation to the District Plan Committee, noting that the Committee’s purpose has come to an end in accordance with its terms of reference with Council formally notifying the Proposed District Plan and that the Governance Statement is appropriately updated to reflect this; and further;

d) That Council thank the members of the District Plan Committee for their dedication and commitment to the District Plan review.

Carried

Mr Tate and Mrs O'Shaughnessy presented this report.

Mr Lester spoke about how priviledged he was to lead the Committee and that the District Plan is now fit for purpose. Mr Lester thanked all who were invloved in the process.

Councillor Greer, Councillor Aitken, Councillor Burne, Deputy Mayor Annand, Dr Maaka and Councillor Taylor all acknowledged the hard work that went into The District Plan.

Dr Maaka said he was proud to have tangata whenua integrated and involved throughout the whole District Plan.

Mayor Walker spoke to the movement that she felt privledged to move the District Plan as the Mayor and was proud of everyones hard work.

6 Public Excluded Business

Council moved to Public Excluded at 2:15pm. Mayor Walker noting that members of the public involved in the District Plan Committee and consulting process are included in Public Excluded Business.

RESOLUTION TO EXCLUDE THE PUBLIC

Resolved: 21.70

Moved: Cr Jerry Greer

Seconded: Cr Exham Wichman

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

6.1 - 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

6.2 - Endorsement of the Section 32 Reports and Proposed Central Hawke's Bay 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

Carried

The Council moved out of Public Business and back to a Public meeting at 3:08pm

Trees were given to all the people involved in the District Plan Committee as a thank you for their work.

7 Date of next meeting

Resolved: 21.71

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Pip Burne

THAT the next meeting of Central Hawkes Bay District Council be held on 3 June 2021.

Carried

8 Time of Closure

The Meeting closed at 3:50pm.

The minutes of this meeting were confirmed at the Ordinary Meeting of the Central Hawkes Bay District Council held on 3 June 2021.

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CHAIRPERSON

Strategy and Wellbeing Committee Meeting Minutes

6 May 2021

MINUTES OF Central HAwkes Bay District Council
Strategy and Wellbeing Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 6 May 2021 AT 9.00am

PRESENT: Dr Roger Maaka (Apology)

Cr Jerry Greer

Cr Kate Taylor

Cr Exham Wichman

Mayor Alex Walker

Deputy Mayor (Chair) Kelly Annand

Cr Tim Aitken (Apology)

Cr Brent Muggeridge

Cr Gerard Minehan

Cr Pip Burne

IN ATTENDANCE: Brent Chamberlain (Chief Financial Officer)

Doug Tate (Group Manager, Customer and Community Partnerships)

Nicola Bousfield (Group Manager, People and Business Enablement)

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Caitlyn Dine (Governance and Support Officer)

1 KArakia

Councillor Wichman led the karakia

2 Apologies

Apology

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Kate Taylor

That the apologies for absence from Cr Tim Aitken be accepted.

That the apologies for absence from Dr Roger Maaka be accepted.

Carried

3 Declarations of Conflicts of Interest

nil

4 Standing Orders

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Jerry Greer

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

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Kate Taylor

That the minutes of the Strategy and Wellbeing Committee Meeting held on 25 March 2021 as circulated, be confirmed as true and correct.

Carried

6 Report Section

6.1 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 Exham Wichman

Seconded: Cr Kate Taylor

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

Carried

Mr Tate presented this report on behalf of Mrs Davidson.

6.2 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 Gerard Minehan

Seconded: Mayor Alex Walker

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

Carried

Amendment

Moved: Cr Gerard Minehan

Seconded: Cr Pip Burne

That the Strategy and Wellbeing Committee write to the Ministry for the Environment to champion to increase the size of symbols and numbers on recycling products.

Carried

Mr Tate presented this report on behalf of Mrs Davidson. Mrs Wiggins presented solid waste dashboard.

Deputy Mayor (Chair) Annand asked if we could do some community work in CHB to clean up the streets off the back of Keeping New Zealand beautiful.

Mr Tate noted clean up week is in November.

Mrs Wiggins noted this and will set up an event for November using Waste Free CHB calendar to keep the community updated.

6.3 Environmental and Sustainability Fund Application - Sustainable Ewe

PURPOSE

The matter for consideration by the Strategy and Wellbeing Committee is the attached application for funding from Council’s Environmental and Sustainability Fund to provide Sustainable Ewe with funding toward a trailer and signwriting. This trailer will allow Sustainable Ewe, who are a not-for-profit community group, the ability to transport bokashi, worm and chook feeders created from buckets that are diverted from landfill and to continue to educate and share their knowledge to our communities about how they can manage their green waste and food waste.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That Council approve to provide up to $10,000 from the Environmental and Sustainability Fund to Sustainable Ewe for the creation of a customised trailer.

Amendment

Moved: Cr Exham Wichman

Seconded: Cr Kate Taylor

a) That Committee approve up to $10,000 from the Environmental and Sustainability Fund for the creation of a customised trailer that will be owned by Council and leased to Sustainable Ewe at a ‘peppercorn’ rental for environmental purposes, subject to conditions including lease costs and term to be negotiated.

b) That report updates through the Strategy and Wellbeing Committee on an annual basis are provided and picked up regularly through monitoring priority reports.

Carried

Mr Lloyd and Mrs Wiggins presented this report accompanied by Neen Kennedy member of Sustainable Ewe.

6.4 Community Funding and Grants Policy - Ability for underwrite funding provision

PURPOSE

The matter for consideration by the Strategy and Wellbeing Committee is to consider the provision of an underwrite process.

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Exham Wichman

That having considered all matters raised in the report:

a) That Council adopts the proposed amendment to the Community Funding Policy for Community Funding Underwrites.

Carried

Mrs Cover presented this report.

6.5 2020/21 Summer Camping Update

PURPOSE

The purpose of this report is to provide an update to the committee on the 2020/21 Summer Camping Season and an update on Councils approach to strategically respond to camping in the future.

Committee Resolution

Moved: Cr Jerry Greer

Seconded: Cr Kate Taylor

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

Carried

Mrs Leaf and Mrs Harrison presented this report.

6.6 Future for Local Government Review

PURPOSE

The purpose of this report is to provide information to the Strategy and Wellbeing Committee on the recently announced Ministerial review into the future for Local Government.

Committee Resolution

Moved: Cr Pip Burne

Seconded: Cr Kate Taylor

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

Carried

Mr Tate presented this report on behalf of Mrs Davidson.

6.7 Waipukurau Regional Digital Business Hub - Project Update

PURPOSE

The purpose of this report is to provide an update to the Committee on the Regional Digital Business Hub, funded by the Provincial Growth Fund, that will include the temporary Waipukurau Library.

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 this report.

7 Date of Next Meeting

Committee Resolution

Moved: Cr Jerry Greer

Seconded: Cr Gerard Minehan

THAT the next meeting of the Central Hawke's Bay District Council Strategy and Wellbeing Committee be held on 1 July 2021.

Carried

8 Time of Closure

The Meeting closed at 10.48am

The minutes of this meeting were confirmed at the Strategy and Wellbeing Committee Meeting held on 1 July 2021.

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CHAIRPERSON

Council Meeting Agenda

3 June 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

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

1. 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.

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

7.2 - Water Rates Remission due to water leak

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

6.3 Minutes of the Risk and Assurance Committee Meeting held on 27 May 2021

File Number:

Author: Caitlyn Dine, Governance & Support Officer

Authoriser: Monique Davidson, Chief Executive

Attachments:

Recommendation

1. That the minutes of the meeting of the Risk and Assurance Committee held on 27 May 2021 be received.

The Committee refers the following recommendations to Council:

Council Meeting Agenda

3 June 2021

MINUTES OF Central HAwkes Bay District Council
Risk and Assurance Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 27 May 2021 AT 9.00am

PRESENT: Mayor Alex Walker

Chairperson Neil Bain (Chair)

Cr Tim Aitken

Cr Gerard Minehan

Cr Brent Muggeridge

Cr Jerry Greer

IN ATTENDANCE: Monique Davidson (Chief Executive)

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Darren de Klerk (Director Projects and Programmes)

Doug Tate (Group Manager, Customer and Community Partnerships)

Nicola Bousfield (Group Manager, People and Business Enablement)

Brent Chamberlain (Chief Financial Officer)

Caitlyn Dine (Governance and Support Officer)

1 KARAKIA

Mayor Walker Led the Karakia

2 APOLOGIES

NIL

3 Declarations of Conflicts of Interest

4 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.

5 Confirmation of Minutes

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Jerry Greer

That the minutes of the Risk and Assurance Committee Meeting held on 31 March 2021 as circulated, be confirmed as true and correct.

Carried

6 Report Section

6.1 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

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 Gerard Minehan

Seconded: Cr Brent Muggeridge

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

Carried

Mrs Davidson presented this report.

6.3 Treasury Management Monitoring Report

PURPOSE

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

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 Chamberlain presented this report.

6.4 Health & Safety Report

PURPOSE

To provide the Risk & Assurance Committee with health, safety and wellbeing information and insight and to update the Committee on key health and safety critical risks and initiatives.

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Gerard Minehan

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

Carried

Mrs Bousfield and Mr Johnstone presented this report. Chair Neil Bain requested we report a detailed summary table of events where there has been a health and safety event.

6.5 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 Brent Muggeridge

Seconded: Cr Gerard Minehan

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

Carried

Mrs Bousfield presented this report.

6.6 Internal Audit - Fraud Health Check

PURPOSE

The purpose of this report is to bring to the Risk and Assurance Committee the findings of the recent Fraud Health Check.

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 Chamberlain presented this report.

6.7 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: Cr Brent Muggeridge

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

Carried

Mr Chamberlain presented this report. Mayor Walker noted she doesn’t have a credit card in her own name, and it was agreed the report needed to be updated to reflect that.

6.8 Climate Change Commission and Impact for Local Government

PURPOSE

The purpose of this report is to provide visibility to the Risk and Assurance Committee of the emerging importance of the impact of climate change and how local authorities are responding to it. This report does not seek a decision, but follows a request from the committee on understanding the emerging expectations on local authorities to respond to Climate Change.

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 Lloyd presented this report.

Meeting adjourned at 10:35am for a morning tea break.

Meeting returned for public excluded business at 11:04am.

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Tim Aitken

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

7.1 - Cyber Security Report

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

Carried

7 Date of Next Meeting

Recommendation

THAT the next meeting of the Central Hawke's Bay District Council Risk and Assurance Committee be held on 16 September 2021.

8 Time of Closure

The Meeting closed at 11:40am.

The minutes of this meeting were confirmed at the Risk and Assurance Committee Meeting held on 16 September 2021.

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CHAIRPERSON

7 Report Section

7.1 Resolution Monitoring Report

File Number: COU1-1400

Author: Monique Davidson, Chief Executive

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Resolution Monitoring Report ⇩

PURPOSE

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

Recommendation

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

significance and engagement

This report is provided for information purposes only and has been assessed as not significant.

DISCUSSION

The monitoring report is attached.

Implications ASSESSMENT

This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:

· Council staff have delegated authority for any decisions made;

· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;

· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;

· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;

· Any decisions made are consistent with the Council's plans and policies; and

· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.

Next Steps

An updated Resolution Monitoring Report will be presented to the next Council meeting 29^TH July 2021.

RECOMMENDATION

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

Council Meeting Agenda

3 June 2021

7.4 2020/2021 Year End Financial Forecast

File Number: COUI - 1400

Author: Brent Chamberlain, Chief Financial Officer

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Year End Financial Commentary ⇩

Recommendation

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

PURPOSE

The purpose of this report is to inform Councillors about Council’s expected year-end financial position. Due to the timing of the next Finance and Infrastructure Committee meeting, this report is presented to Council.

significance and engagement

This report is provided for information purposes only and has been assessed as not significant.

BACKGROUND

Over the past month officers have been completing a forecast for the last quarter of the financial year to give a predicted year-end financial position. This forecast aligns with the financial reports provided to Council throughout the financial year but aims to give more specifics to where Council expects to be at end of financial year, and seeks to provide Council line of sight ahead of any formal carry forward, financial surplus/deficit and Annual Report discussions.

DISCUSSION

Attached to this report is a full Council Funding Impact Statement (FIS) which covers 9 months of actuals, and 3 months of forecast to give a predicted year end position, as well as 9 individual Activity FIS.

Activity	2021 Forecast Surplus/(Deficit)	Required Action
Community & Leadership	($3,176)	Small deficit funded from prior year reserves
Planning & Regulatory	$0	Balanced
Land Transport	$249,974	Surplus to be carried forward for future years
Solid Waste	($181,007)	Deficit to be loan funded
Drinking Water	($403,582)	Deficit to be loan funded
Wastewater	$0	Balanced
Stormwater	$0	Balanced
Recreation & Community Facilities	($27,925)	Small deficit funded from prior year reserves
Overheads	$0	Balanced
TOTAL COUNCIL	($365,717)

In this cover report, Officers seek to provide explanation on key forecasted activity overspends, or activity that we expect Council will be interested in.

General Commentary

The main difference between this report, and the financial reports Councillors have seen throughout the year is the way the unspent grants and carry forwards have been treated.

Up to seeing this report Councillors have been told we have received $5.5m of 3 waters stimulus funding back in October. And while this was true, technically until Council delivers the promised capital asset that this funding was given for, Council hasn’t satisfied the obligation to Central Government that comes with this funding. Therefore $2m of this revenue has been treated as liability (an unfilled obligation back to government) and the only $3.5m as revenue because by year end we will have spent $3.5m delivering the program promised.

With the economic stimulus money Council has received, officers have worked on the assumption that this will be fully spent by year end.

Carry forwards are what the Council refers to when it talks about funding it has rated for in one year, but due to delays it doesn’t spend it on the project/program it rated for until the following year.

Typically this is mainly applicable to targeted rates, where the rate revenue is specific to project/program and can’t be used for anything else. For example Drinking Water Rates can only be used for Drinking Water program delivery. This ensures that the funds taken for a specific subset of rate payers is used for that subset of rate payers benefit.

Last year there was delay in delivering the Land Transport roading program, and Land Transport Rates were carried forward to this year. While much of this catch up has occurred, Land Transport again will have some unspent funds and will need to carry forward $250k. These funds are unavailable to fund Drinking Water and Solid Waste’s shortfall has these are funded from different rate types.

Other activities will have small surpluses and deficits that can be funded from their carry forwards.

The two activities that will have sizeable deficits at year end are Solid Waste and Drinking Water.

Solid Waste

While Solid Waste’s revenue will be approximately $111k up on budget for the year, their operating costs will be $415k up leaving a deficit. Remembering within operating costs, Council has incurred costs disposing of tyre and concrete piles that had built up in prior periods (that is the Council received the revenue in prior years for their receipt, but hadn’t paid for their disposal till this year). Council has also had one off costs undertaking operational reviews leading up to the Long Term Plan.

Fortunately, Council has managed to claw back some of the operational overspend in its capital program, so the overall deficit will be in the vicinity of $181k.

Officers will continue to monitor costs, and try to bring the budget deficit back but the reality is Council will have to fund any shortfall through drawing additional solid waste debt, or applying some non-solid waste reserves to meet the shortfall.

Drinking Water

As mentioned earlier the 3 Waters stimulus funding has now been matched to expenditure, so what is left is the true business as usual operation.

Ignoring the stimulus grant, drinking water revenue is largely on budget. However, operating costs have been under pressure all year with significant levels of water leaks across our network due to aged infrastructure. While Officers have signalled the likelihood of an overspend in drinking water throughout the year, we cannot confirm that this is the area where we are projecting the largest deficit.

The capital spend for the year also reflects this story. Council will spend 1.555m on asset renewals, but only budgeted to undertake $0.832m this year. Remembering that Council (in a typical year, and not the first 5 years of the next Long Term Plan) rates for renewals means that this over delivery of renewals is also contributing to the rating deficit.

Overall Council is forecasting a deficit of $403k, which is less that the over delivery of renewals. Officers will be recommending that some of renewal debt funding from year 1 of the Long Term Plan be brought forward to cover this larger than planned renewal program.

Annual Report 2020/2021 Process

The annual report process from here is as follows:

· Ernst and Young are scheduled to be on site to commence their audit process with a preliminary audit on the 14-18 June. This is to check Councils internal controls and systems that they will later be relying on to produce the annual accounts.

· 30 June is the end of Councils financial year.

· 1 July Council invoices out the last of the work it undertook/services it provided prior to 30 June.

· 20 July Council pays the last of the supplier invoices for materials/services provided to Council prior to 30 June.

· July/August Officers prepare year end accounting entries, year end work papers, and the draft annual report.

· Ernst and Young are back on site 23 August – 3 September to audit the draft annual report

· 16 September Risk and Assurance meet with auditors to discuss audit findings, and audit clearance given

· 23 September Council Adopts the Annual Report

Implications ASSESSMENT

This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:

· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;

Next Steps

Officers will continue to take necessary steps and minimise the expected budget deficits between now and year end, and whatever shortfalls result will be brought back to Council after year end to decide on the appropriate action, as part of the Annual Report 2020/2021 process.

RECOMMENDATION

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

Council Meeting Agenda

3 June 2021

7.5 Kairakau Water Upgrade - Project Update (Hardness)

File Number: COUI - 1400

Author: Darren de Klerk, 3 Waters Programme Manager

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Kairakau Water Upgrade - concept map ⇩

2. Kairakau Water Hardness Options Report ⇩

PURPOSE

The matter for consideration by the Council is to provide Council with an update on the project and for Council to decide on whether to proceed with Water Hardness treatment as part of the Drinking Water Upgrade Project.

This being a follow up action from the Finance and Infrastructure Committee meeting on the 25^th February 2021 outlined below, particularly item D;

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 Arowai on the roof water supply

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That council approve to include water hardness into the treatment process – with an expected budget of $140,000 for treatment equipment

b) That council approve to in the short term collect the hardness treatment waste (brine) on site and tanker off site periodically at a lower CAPEX, but ongoing OPEX – within budget increase requested above.

c) That council investigate the option to consent the discharge of hardness treatment waste (brine) to the ocean as a longer term solution, with CAPEX to be requested once understood.

d) That council increase the project budget from $850,000 to $990,000 using existing Long Term Plan 2021 – Year One set budgets.

EXECUTIVE SUMMARY

Council adopted the project progress to design and build on the 25^th February 2021. But requested a paper be brought back to understand if and how water hardness could be treated and disposed of. This paper seeks to outline the options, and how the additional work would be funded.

Water hardness in Kairakau can be treated and is recommended to be treated via Ion Exchange (IX) using a very similar if not identical process to what is currently occurring in Porangahau, there it is being discharged to the Te Paerahi Oxidation Pond.

The expected additional cost is $140,000 and this is planned to be funded from budgets in Year one of the Long Term Plan. This will include the short term option to capture the water treatment waste (brine) in onsite tanks and removed periodically. The longer term preferred option is to investigate gaining a consent to discharge the brine to the ocean, this is expected to cost circa $300,000 for a pump, pipeline and the consenting costs.

Council currently has an application into the Tourism Infrastructure Fund for $300,000 for this piece of work. If not successful, once consenting is better understood a further paper will be tabled with funding options.

The $300,000 is anticipated to cover the cost to consent and the infrastructure required to support the work required to meet the consent requirements (e.g pipelines, pumps, screens, etc..)

The anticipated whole of life costs are outlined further in this paper and the attachments.

BACKGROUND

Kairakau is a small coastal town in Central Hawke’s Bay, approximately 35 km south of Hastings. The town comprises primarily holiday homes, with some permanent residents; and a small camping ground. It is also a popular recreational destination for day visitors. There are approximately 11 permanent residents in the town, with up to 1,000 residents during peak holiday seasons.

The Kairakau water supply scheme was installed in the mid 1950’s, upgraded in the 1970s and expanded in 1993 to include the subdivision in Mananui street, Kapiti place and Brodie place. A new subdivision was added in 2007 on John Ross Place. Originally, the scheme only serviced the camping ground and the adjoining (original) holiday homes as a supplement to roof water collection. Expansion of the scheme occurred as a result of pressure for development in the area.

The scheme currently supplies 83 properties and the camping ground (approximately 20 sites). Water is pumped from two sources at the base of an adjacent hill; a shallow bore off Kapiti place, and a spring off Brodie place. Water is stored in raw water tanks, located next to the spring on Kapiti place, before it is dosed with liquid chlorine and pumped up to four treated water tanks on the hillside above 21 Kapiti place. Water is fed to the town via gravity mains from three treated water tanks which service the general consumers, and a fourth tank which supplies the campground exclusively. Each property has its own on-site storage tank which is typically connected supplied by roof water and the water supply scheme.

Finance and Infrastructure Committee endorsed the reallocation of the project from Year 5 of the 2018 Long Term Plan to Year 3 at a meeting on the 27^th February 2020, the project commenced following this meeting.

Finance and Infrastructure Committee received an initial options report in June 2020, endorsing upgrading the Kairakau water treatment plant to meet Drinking Water Standards (DWS) NZ while developing a water safety plan and the review of the water bylaw.

Finance and Infrastructure Committee received a progress update in November 2020 meeting, and a further Progress update February 2021. The Committee requested in the February meeting investigation into the options for treatment of water hardness, and for officers to develop discussions with the Manawarakau Charitable Trust (MCT) (Scenario 3) to identify if a favourable lease can be established.

Officers have identified a majority interest from the community for the retention of the water supply with significant concern placed on the location of any treatment plant. There is also an interest in addressing water hardness especially if rainwater is disconnected from the tanks so the houses are only fed from town supply. Officers have coordinated directly with adjacent landowners in developing a conceptual layout for the MCT plant location as part of this paper.

DISCUSSION

Manawarakau Charitable Trust (MCT) – Long Term Lease

Officers engaged The Property Group to support drafting a lease document for discussion and review with MCT. Discussions were held directly with MCT and QEII and the lease has been reviewed by their legal support.

The current rent value has not altered from 2006 however, MCT uses the income to fund further planting and land development and has raised concern on the ongoing insurance requirements in order to protect the trusts interests.

As part of the lease discussion Officers have developed a conceptual layout of the proposed MCT land use which has also been coordinated with QEII. All parties are in general agreement with the configuration, with conditions on environmental sourcing of native plants and requirement for final approval of planting plans.

Officers have subsequently coordinated the conceptual design with directly affected landowners who appear generally supportive of the principal design, subject to further discussion during detailed design. A copy of this design is appended to this paper - 3-C2144.01 Kairakau Water Supply Design REV E (20210427) v2.

Water Hardness Treatment Options

WSP were engaged to develop options for treatment of the water hardness.

The following treatment options for water softening were considered:

A. Centralised softening treatment by ion exchange (IX) at the treatment plant. A duty-standby water softener set will be installed at the water treatment plant to treat a proportion of the water to meet a target hardness level of 100 mg/L (as CaCO3). This target level reduces the operating costs and waste volumes and will ensure that the water is more palatable and not corrosive.

B. Centralised softening by reverse osmosis (RO) at the treatment plant. A duty only RO system will be installed at the water treatment plant to treat a proportion of the water to meet a target hardness level of 100 mg/L (as CaCO3).

C. Point-of-entry IX treatment at each property. A softener will be installed at the entry to each property that treats all of the water entering the property.

D. Point-of-use IX treatment at individual properties. Softeners will be installed at only required points of use in each property (typically, at kitchen taps).

The following brine waste disposal options were also considered:

1. Offsite disposal via emptying of a holding tank periodically

2. Discharge to sewer and existing private wastewater system

3. Discharge to the ocean.

The solution recommends including hardness treatment via option A above, and to dispose of brine via Option 1 in the short term, and to investigate a discharge to ocean via Option 3 in the longer term.

Reverse Osmosis while cheaper does involve the use of chemicals and would therefore be harder to consent and would likely involve treatment before discharge to ocean. Ion Exchange only involves the addition and mixing of salt to ‘soften’ the water and is anticipated to be far less complex to consent.

Further information is available in the attached WSP report - 3-C2144.01 Report Kairakau Water Hardness Rev 2.

Operational Costs

The recommended option will see increased operational costs for the water hardness treatment and the method of disposal.

The water treatment system to meet DWSNZ compliance is expected to be cost neutral due to the operational efficiencies in automation, the additional water hardness treatment is expected to add $25k per annum, and the disposal via tankering away is expected to add $22k per annum operationally (updated from WSP report, due to recent estimates received from local contractors of $435-450 per load at an estimate of 2-4 loads per month, the cost to discharge to ocean is expected to cost $500 per annum operationally and would replace tankering.

A total increase operational increase is expected in Y2 of the Long Term Plan of $47k, this is expected to reduce from $47k to $27k once the ocean discharge is implemented – expected to start from Y4 of the Long Term Plan, assuming 2 years of tankering off site.

Operational costs are not included within the budgets above – the budget above is for capital costs only, council does have the ability to redirect some of the $300,000 from the 3 Waters reform dedicated to this project to support operational costs.

An outline of the operational costs are below as set out in the Long Term Plan.

RISK ASSESSMENT and mitigation

Compliance with Drinking Water Standards - The project aims to address the final water supply in the Council district that has not been upgraded to improve the ability to meet compliance requirements. This risk will increase if the project does not proceed to address the need to be compliant with drinking water standards. Treatment for water hardness is not currently a requirement.

Community views - In the discussion section above officers have addressed the process undertaken to engage with community on this project. There are still risks associated with community views on the project and these are planned to be managed through ongoing and consistent communication.

Land confirmation – An existing discussion and relationship built through the project has been established with the preferred land location. This has minimised any risk of not being able to enter an acceptable lease.

Budget and Funding – while budget needs to be increased to meet the project requirements, a funding application has been placed with the Tourism Infrastructure Fund with advice expected 1^st July 2021.

Future phases – Risk lies in the work needed in future phases, if and when they are needed to be implemented, these phases relate to separation of the hybrid onsite residential tank system, additional water sources and volume, and the need to increase storage and ability to meet demand. This will be managed through future planning and asset management identifying when these phases may be required.

Current compliance risk – For reference the risk carries through the following key areas which will be addressed under the primary water upgrade project;

· Ability to supply consistently during peak periods

· Visibility on the system through the lack of automation and transparency.

· The basic treatment process and the robustness of the manual processes

· Current compliance with the drinking water standards.

FOUR WELLBEINGS

Cultural – officers have engaged with Iwi on the project as part of the pre-February council paper no additional water source is expected and no significant change in location, Discharge of any saline into the Ocean may involve further consultation under the consenting process. A hui is being set up for May/ June with the Kairakau lands trust to further engage on the project.

Social – The improvement in the treatment system will allow for more consistent supply to the community which we would expect in turn to have social benefits. Directly affected landowner engagement shall continue to work to minimise any effects and mitigate any negative aspects from the installation of a treatment plant. MCT have highlighted a preference CHBDC controls the land and restricts access accordingly for H&S requirements within an operational location.

Economic – an upgraded treatment plant expects to have a positive economic impact on the community. The Tourism Infrastructure Funding application for Ocean discharge will further reduce the effect of operational traffic in the location resultant from removal of the saline from water hardness treatment, should this be approved.

Environmental – Improving onsite stormwater management and construction activities will be managed to ensure the project introduces environmental benefits, the footprint of the site will be managed through the next steps of design. Ocean discharge of the saline improves the carbon impact should this option be approved.

Delegations or authority

The Water Hardness component of the project is within the CEs delegations, but due to the accumulative bundle of projects, public interest and committee engagement on the project to date. Officers continue to bring the project to the Council or Finance and Infrastructure committee for decision making as committed to in previous papers in June 2020, October 2020 and February 2021.

sIGNIFICANCE AND ENGAGEMENT

In accordance with the council's significance and engagement policy, this matter has been assessed of some significance, engagement has been performed with the community by email, letters to all ratepayers, facebook, direct door to door visits and a community meeting.

Additional and ongoing engagement is taking place with directly affected landowners.

Initial engagement with local iwi via the Kairakau lands trust has taken place and will continue early in the design phase of the Ocean discharge to ensure we align, provide opportunity and meet any cultural requirements.

Upon endorsement of the Water Hardness treatment option, council officers will commence design and tendering, and ensure the community is communicated with on progress with any directly affected residents provided further ability to add input into aesthetic design as the project develops.

OPTIONS Analysis

WSP identified a comparisons summary including the following cost impact of each identified option studied. WSP recommend centralised treatment using either ion exchange (IX) or reverse osmosis (RO), as centralised treatment will produce more consistent results and be more cost-effective.

If RO is used, then disposal to the current or a new WWTP is the only practicable disposal option. It is anticipated that consenting a RO disposal would be more challenging than a IX is used an ocean outfall is preferable if this can be consented as will have lower operational costs than offsite disposal.

Option 1 - Continue with the Status Quo – No treatment or discharge

Option 2 - Option A – Ion Exchange or Reverse Osmosis (Option A) for Treatment, located at Treatment Plant. Discharge collected on site in a holding tank and periodically removed (Option 1 for discharge)

Option 3 - Option A – Ion Exchange for Treatment (Option A), Option 1 (short term) discharge to a holding tank and periodic removal, and Option 3 (long term) Ocean Discharge consent and infrastructure

Further information is available in the attached WSP report - 3-C2144.01 Report Kairakau Water Hardness Rev 2

	Option 1 Continue with the Status Quo – No treatment or discharge	Option 2 Option A – Ion Exchange or Reverse Osmosis (Option A) for Treatment, located at Treatment Plant. Discharge collected on site in a holding tank and periodically removed (Option 1 for discharge)	Option 3 Option A – Ion Exchange for Treatment (Option A), Option 1 (short term) discharge to a holding tank and periodic removal, and Option 3 (long term) Ocean Discharge consent and infrastructure
Financial and Operational Implications	Lower financial implication, but continued higher reputational impact.	Higher financial implication, high Operation cost impact, but moderated reputational impact.	Highest financial implication, lowest Operation cost impact, but improved reputational impact.
Long Term Plan and Annual Plan Implications	Inconsistent with 2018 LTP intentions	Inconsistent with 2018 LTP intentions	Inconsistent with 2018 LTP intentions
Promotion or Achievement of Community Outcomes	Does not promote, achieve or enhance any community outcomes.	Achieves community outcomes and aligns with THRIVE objectives.	Achieves community outcomes and aligns with THRIVE objectives.
Statutory Requirements	No current statutory requirements to treat water hardness at this location.	No current statutory requirements to treat water hardness at this location.	No current statutory requirements to treat water hardness at this location.
Consistency with Policies and Plans	Inconsistent with THRIVE values of durable infrastructure.	Consistent with THRIVE values of durable infrastructure. Inconsistent with THRIVE values of environmental responsibility.	Consistent with THRIVE values of durable infrastructure. Consistent with THRIVE values of environmental responsibility.

Recommended Option

This report recommends Option Three above to implement a central water hardness treatment plant, located on Manawarakau Charitable Trust land via a long term lease and increase the project budget funded through Council by $140,000 for addressing the matter.

This report also recommends to add investigation into consenting an Ocean discharge for the central water hardness treatment plant subject to receiving Tourism Infrastructure Funding of $300,000 for addressing the matter. Should funding not become available, a further budget paper will be tabled.

Operational Costs

The recommended option will see increased operational costs for the water hardness treatment and the method of disposal.

An outline of the operational costs are below as set out in the Long Term Plan.

NEXT STEPS

· Conclude lease discussions with the Manawarakau Trustees and execute a new lease including regularisation of existing easement anomalies.

· Develop WSP option A – Ion Exchange via a procurement plan and market tender. Once conclusion of land discussions and agreement is reached, plan to commence construction.

· Develop discharge Option 1 to hold onsite in tanks and periodically remove offsite.

· Develop WSP discharge option 3 Ocean Discharge as a land term discharge solution. Once conclusion of land discussions and agreement is reached, and funding is confirmed plan to commence construction.

· Defer significant post boundary works until regulatory guidance is provided.

· Defer developing increasing water supply whilst mixing of supplies continues and the supply is manageable.

· Defer the need to increase water supply until potable water supply is solely from the council supply.

· Continue to engage with directly and indirectly affected community members.

· A procurement plan will be less than $1m and will be taken via the Delegated Financial Authority process for approval by the Executive Leadership Team.

RECOMMENDATION

a) That council approve to include water hardness into the treatment process – with an expected budget of $140,000 for treatment equipment

c) That council investigate the option to consent the discharge of hardness treatment waste (brine) to the ocean as a longer term solution, with CAPEX to be requested once understood.

d) That council increase the project budget from $850,000 to $990,000 using existing Long Term Plan 2021 – Year One set budgets.

	Option 1 Appoint Councillor Aitken to the evaluation panel	Option 2 Appoint another Council to the evaluation panel	Option 3 Do not appoint a councillor to the evaluation panel
Financial and Operational Implications	While this is the preferred option, there is no significant financial and operational implications as a result of this approach.	There are no significant financial and operational implications as a result of this approach.	There are no significant operation implications, other than a change to the EOI process.
Long Term Plan and Annual Plan Implications	n/a	n/a	n/a
Promotion or Achievement of Community Outcomes	This option provides for elected member overview on the process and ensures wider understanding and robustness in appointments.	This option provides for elected member overview on the process and ensures wider understanding and robustness in appointments.	While not necessarily less robust, this option does not provide direct engagement by elected members in the process.
Statutory Requirements	n/a	n/a	n/a
Consistency with Policies and Plans	n/a	n/a	n/a