Council Meeting Minutes

3 June 2021

 

   MINUTES OF Central Hawkes Bay District Council
Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 3 June 2021 AT 9.00am

 

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)

 

1            Karakia

Councillor Exham led the Karakia

2            Apologies

Nil

3            Declarations of Conflicts of Interest

Councillor Aitken declared a conflict of interest on report 7.3 and he advised he would leave the room for the conversation.

4            Standing Orders

Resolved:  21.70

Moved:       Cr Gerard Minehan

Seconded:  Cr Pip Burne

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:  21.71

Moved:       Cr Kate Taylor

Seconded:  Deputy Mayor Kelly Annand

That the minutes of the Ordinary Council Meeting held on 13 May 2021 and the Extraordinary Council Meeting held on 27 May 2021 as circulated, be confirmed as true and correct as amended.

Carried

 

6            Reports from Committees

6.1         Minutes of the Strategy and Wellbeing Committee Meeting held on 6 May 2021

Resolved:  21.72

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Pip Burne

1.       That the minutes of the meeting of the Strategy and Wellbeing Committee held on 6 May 2021 be received.

Carried

 

6.2         Minutes of the Finance and Infrastructure Committee Meeting held on 22 April 2021

Resolved:  21.73

Moved:       Cr Exham Wichman

Seconded:  Cr Brent Muggeridge

1.       That the minutes of the meeting of the Finance and Infrastructure Committee held on 22 April 2021 be received.

Carried

 

 

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

Resolved:  21.74

Moved:       Cr Tim Aitken

Seconded:  Cr Jerry Greer

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

Carried

 

 

7            Report Section

7.1         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.

Resolved:  21.75

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Kate Taylor

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

 Carried

Mrs Davidson presented this report.

 

7.2         Quarterly Non-Financial Performance Report January - March 2021

PURPOSE

The purpose of this report is to present to Council the Quarterly non-financial performance report for the period 1 January – 31 March 2021. 

 

Resolved:  21.76

Moved:       Cr Gerard Minehan

Seconded:  Deputy Mayor Kelly Annand

That having considered all matters raised in the report:

That the Quarterly Non-Financial Performance Report 1 January – 31 March 2021 be received.

Carried

Mr Chamberlain presented this report.

 

7.3         Appointment of Elected Member to Independent Commissioner Evaluation Panel

PURPOSE

The purpose of this report is for Council to consider the appointment of a Councillor to the Independent Commissioner Evaluation Panel.

 

Resolved:  21.77

Moved:       Cr Kate Taylor

Seconded:  Cr Brent Muggeridge

That having considered all matters raised in the report:

a)         That Council appoint Councillor Tim Aitken as the elected member on the Independent Commissioner Evaluation Panel for Expression of Interest C1131.

Carried

Mr Tate presented this report.

Councillor Aitken left the room at 9:36sm as he declared conflict of interest being the discussion in this report.

 

Councillor Aitken re-joined the meeting at 9:45am

 

Mayor Walker left reports 7.4 and 7.5 for Councillor Muggeridge to Chair and moved to Section 8 Mayor and Councillors reports.

 

8            Mayor and Councillor Reports

8.1         Mayor's Report for April - May 2021

EXECUTIVE SUMMARY

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

This report will be presented to Council on the day.

 

Resolved:  21.79

Moved:       Cr Gerard Minehan

Seconded:  Cr Kate Taylor

That the Mayor’s report for April – May 2021 be received.

Carried

Mayor Walker presented this report.

 

8.2         Strategy and Wellbeing Committee Chair Report

purpose

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

 

Resolved:  21.80

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Exham Wichman

That the Strategy and Wellbeing Committee Chair Report for May 2021 be received.

Carried

Deputy Mayor Councillor Annand presented this report.

 

8.3         Ruataniwha Ward Report

Purpose

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

Resolved:  21.81

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Pip Burne

That the Ruataniwha Ward Report for April – May 2021 be received.

Carried

Deputy Mayor Councillor Annand presented this report.

 

8.4         Aramoana/Ruahine Ward Report

Purpose

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

Resolved:  21.82

Moved:       Cr Tim Aitken

Seconded:  Cr Jerry Greer

That the Aramoana/Ruahine Ward Report for April - May 2021 be received

Carried

 Councillor Aitken presented this report.

9            Chief Executive Report

9.1         Organisation Performance and Activity Report April - May 2021

PURPOSE

The purpose of this report is to present to Council the organisation report for April – May 2021.  

 

Resolved:  21.83

Moved:       Cr Tim Aitken

Seconded:  Cr Kate Taylor

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

 Carried

 Mrs Davidson presented this report.

 

9.2         Handing over the Chair

Resolved:  21.84

Moved:       Mayor Alex Walker

Seconded:  Cr Jerry Greer

That Mayor Walker under Standing Order 14.1 vacate the Chair and Council agree for Councillor Muggeridge to take over the Chair.

Carried

Council went back to reports 7.4 and 7.5.

7.4         2020/2021 Year End Financial Forecast

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.

 

Resolved:  21.78

Moved:       Cr Pip Burne

Seconded:  Cr Exham Wichman

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

Carried

Mr Chamberlain presented this report.

 

 

 

 

7.5         Kairakau Water Upgrade - Project Update (Hardness)

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 25th 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.

 

Amendment

Moved:       Mayor Alex Walker

Seconded:  Cr Kate Taylor

C) That Council continues to investigate the longer term solutions for discharge of the by-product from the softening process. Further CAPEX funding to be requested once understood. 

Carried

Mr de Klerk and Mr Kilduff presented this report.

Mayor Walker asked to amend resolution C.

 

Meeting adjourned at 11.00am for a morning tea break.

Meeting resumed at 11:30am into Public Excluded business.

 

10          Public Excluded Business

 

RESOLUTION TO EXCLUDE THE PUBLIC

Resolved:  21.85

Moved:       Cr Exham Wichman

Seconded:  Deputy Mayor Kelly Annand

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

10.1 - Resolution Monitoring Report - Public Excluded

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

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.2 - Procurement Plan - #thebigwastewaterstory consultancy support

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.3 - Procurement Plan - Tikokino Road Water Main Renewal (Stage 2&3)

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

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

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.4 - Procurement Plan - Waipawa Firefighting Stages 1 - 3

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.5 - Procurement Plan - Otane Wastewater Pump Station

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

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.6 - April District Plan Key Project Status 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)(g) - the withholding of the information is necessary to maintain legal professional privilege

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

Carried

 

 

11          Date of Next Meeting

Resolved:  21.86

Moved:       Cr Gerard Minehan

Seconded:  Cr Kate Taylor

THAT the next meeting of the Central Hawke's Bay District Council be held on 17 June 2021.

Carried

 

12          Time of Closure

 

The Meeting closed at 12:35pm.

 

The minutes of this meeting were confirmed at the Council Meeting held on 17 June 2021.

 

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

CHAIRPERSON