Agenda of Council Meeting - Thursday, 29 July 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

1. 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 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.

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

Council Meeting Agenda

29 July 2021

MINUTES OF Central HAwkes Bay District Council
Extraordinary Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 17 June 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

Kaiarahi Matua Roger Maaka (Apology)

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)

Caitlyn Dine (Governance and Support Officer)

Ernst & Young Auditors Kieron Wright and David Borrie in attendance via zoom to discuss the audit report. Kieron and David left the meeting at 9:13am.

1 Karakia

Mayor Walker led the karakia

2 Apologies

Councillor Wichman and Dr Maaka apologies noted.

3 Declarations of Conflicts of Interest

nil

4 Standing Orders

Resolved: 21.87

Moved: Deputy Mayor Kelly Annand

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 Reports from Committees

5.1 Minutes of the Council Meeting held on 3 June 2021

Resolved: 21.88

Moved: Cr Pip Burne

Seconded: Cr Gerard Minehan

1. That the minutes of the meeting of the Council held on 3 June 2021 be received.

Carried

6 Report Section

6.1 Endorsement of Asset Management Plans

Purpose

The matter for consideration by the Council is the endorsement of the Asset Management Plans.

Resolved: 21.89

Moved: Cr Gerard Minehan

Seconded: Cr Kate Taylor

That having considered all matters raised in the report:

a) That Council endorse the Asset Management Plans that have been developed to form the basis of the 30-year Infrastructure Strategy and 2021 - 2031 Long Term Plan.

Carried

Mr Tate presented this report.

6.2 Adoption of Long Term Plan 2021 - 2031

PURPOSE

The purpose of this report is to present to Council the 2021 – 2031 Long Term Plan for adoption.

Resolved: 21.90

Moved: Mayor Alex Walker

Seconded: Cr Brent Muggeridge

That having considered all matters raised in the report:

a) That Council resolves that the Long Term Plan Budgets for financial years 2-10 (2023-2031) is not a balanced budget because operating revenues are not at a level sufficient to meet operating expenses primarily due to not fully funding depreciation as signalled in the financial strategy and balancing the budget sections of the Long Term Plan.

b) That Council resolves that setting an unbalanced budget for years 2-10 (2023-2031) is prudent in terms of section 100 of the Local Government Act 2002 given Council is undertaking significant catch up in deferred asset renewals and is unable to fully fund depreciation during the course of this Long Term Plan without further financially stressing its ratepayers, having had regard to the matters in section 100(2) of the Local Government Act 2002.

c) That Council note that Council is undertaking assets renewals at a rate faster than they are depreciating, meaning on average Councils assets are getting younger. This is achieved through a combination of rates and debt funding the renewals. While this strategy increases debt, Council maintains sufficient debt headroom and this temporary funding of renewals through debt does not financially distress the Council. It is Councils intention to revert to fully rate fund depreciation and renewals beyond 2031, thus returning Council to a balanced budget after this date. For these reasons Council believes it is prudent to run unbalanced budgets for 2023-2031.

d) That Council adopt the 2021-31 Long Term Plan in accordance with section 93G of the Local Government Act 2002.

e) That Council gives delegations to the Chief Executive to make any final edits, including minor changes from the audit process, to the Long Term Plan 2021 – 2031 ahead of formal publication.

f) That Council amends its fees and charges schedule for 2021/22 to include a fixed administration fee of per new lot created of $75 GST inclusive entitled “New Property File Creation”.

Carried

Mr Chamberlain presented this report.

Mayor Walker wrapped up the speaking with how proud she is to be putting up this Long Term Plan.

Councillors all spoke and congratulated everyone for all the hard work that went into the Long Term Plan. The changes we are making now will be positive changes for generations to come. All the Councillors spoke and said how proud they were to be sitting at the table adopting this Long Term Plan and can not wait to see it come to life.

Mayor Walker wrapped up with there is a thriving CHB out there and is proud to be here adopting the Long Term Plan.

6.3 Setting of Rates for 2021/2022

PURPOSE

The matter for consideration by the Council is the setting of the rates for the 2021/22 financial year. This report is on the basis that Council adopt the Long Term Plan 2021 -2031 as set out in Agenda Item 6.2.

Resolved: 21.91

Moved: Cr Tim Aitken

Seconded: Cr Brent Muggeridge

That having considered all matters raised in the report:

a) Pursuant to Section 23(1) of the Local Government (Rating) Act 2002, the Central Hawke's Bay District Council resolves to set the rates, due dates and penalties regime for the 2021/22 year.

Carried

Mr Chamberlain presented this report.

7 Public Excluded Business

Nil

8 Date of next meeting

Resolved: 21.92

Moved: Cr Jerry Greer

Seconded: Cr Kate Taylor

THAT the next meeting of the Central Hawke's Bay District Council be held on 29 July 2021.

Carried

Mayor Walker formally thanked Mrs Davidson and the Executive Leadership Team and all their staff for all the hard work that has gone into producing the Long Term Plan.

Mayor Walker wished Henry Taylor who is part of the Central Hawkes Bay Community a happy 100^th birthday.

Mayor Walker closed the meeting with a karakia.

9 Time of Closure

The Meeting closed at 10:05am.

The minutes of this meeting were confirmed at the Ordinary Meeting of the Central Hawkes Bay District Council held on 29 July 2021.

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

CHAIRPERSON

Strategy and Wellbeing Committee Meeting Minutes

1 July 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, 1 July 2021 AT 9.00am

PRESENT: Mayor Alex Walker (Apology)

Deputy Mayor (Chair) Kelly Annand

Cr Jerry Greer

Dr Roger Maaka

Cr Kate Taylor

Cr Exham Wichman (Apology)

Cr Tim Aitken

Cr Brent Muggeridge

Cr Gerard Minehan

Cr Pip Burne

IN ATTENDANCE: Monique Davidson (Chief Executive)

Doug Tate (Group Manager, Customer and Community Partnerships)

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Brent Chamberlain (Chief Financial Officer)

Caitlyn Dine (Governance and Support Officer)

1 Apologies

Mayor Walker apology noted.

Councillor Wichman apology noted.

2 Declarations of Conflicts of Interest

nil

3 Standing Orders

Committee Resolution

Moved: Cr Kate Taylor

Seconded: Cr Gerard Minehan

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

· 20.2 Time limits on speakers

· 20.5 Members may speak only once

· 20.6 Limits on number of speakers

And that Option C under section 21 General procedures for speaking and moving motions be used for the meeting.

Standing orders are recommended to be suspended to enable members to engage in discussion in a free and frank manner.

Carried

4 Confirmation of Minutes

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Jerry Greer

That the minutes of the Strategy and Wellbeing Committee Meeting held on 6 May 2021 as circulated, be confirmed as true and correct.

Carried

5 Report Section

6.1 Committee Resolution Monitoring Report

PURPOSE

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

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Pip Burne

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

Carried

Mrs Davidson presented this report.

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 Kate Taylor

Seconded: Cr Gerard Minehan

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

Carried

Mrs Davidson presented this report, followed on with a presentation from Mayors Taskforce for Jobs. Mrs Wiggins then spoke to the May Solid Waste Dashboard.

6.3 Community Pride and Vibrancy Fund- Silent Movie

PURPOSE

The purpose of this report is to inform the Strategy and Wellbeing Committee of the event funded by the Community Pride and Vibrancy Fund namely the Charlie Chaplin, Silent Movie held at Russell Park on Friday 2 April 2021, in accordance with Councils Community Funding Policy.

Committee Resolution

Moved: Cr Kate Taylor

Seconded: Cr Pip Burne

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

Carried

Mrs Cover presented this report alongside David Selfe from The Old Dairy Factory Events.

6.4 Community Pride and Vibrancy Fund - Readers and Writers Festival

PURPOSE

The purpose of this report is to inform the Strategy and Wellbeing Committee of the event funded by the Community Pride and Vibrancy Fund namely the Readers and Writers – Between the Lines Finale held at the Central Hawkes Bay Museum on Sunday 23 May 2021, in accordance with Community Funding Policy.

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 Cover presented this report alongside Michelle Goodman who is part of the Between the Lines Committee.

6.5 Deletion of Indoor Heated Swimming Pools Policy and Swimming Pools Policy

PURPOSE

The matter for consideration by the Council is the deletion of two policies being the Indoor Heated Swimming Pools Policy and the Swimming Pools Policy.

Committee Resolution

Moved: Cr Kate Taylor

Seconded: Cr Tim Aitken

That having considered all matters raised in the report:

a) That Council delete the Indoor Heated Swimming Pool Policy and the Swimming Pools Policy.

Carried

Mrs Leaf presented this report. Councillor Burne noted a conflict of interest as she is part of the CHB Community Trust.

6.6 Review of Smokefree and Vapefree Policy

PURPOSE

The matter for consideration by the Council is the adoption of the reviewed Smokefree and Vapefree Policy.

Committee Resolution

Moved: Cr Jerry Greer

Seconded: Cr Kate Taylor

That having considered all matters raised in the report:

a) That the reviewed Smokefree and Vapefree Policy, as attached, is adopted.

Carried

Mrs Harrison presented this report.

6.7 Review of Local Approved Products Policy

PURPOSE

The matter for consideration by the Council is the review of the amended Local Approved Products Policy for adoption.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) The amended Local Approved Products Policy, as attached, is adopted.

Amendment

Moved: Cr Tim Aitken

Seconded: Cr Gerard Minehan

That the amended LAPP attached and in addition increase the sale of LAPP from 100 metres to 300 metres from a sensitive site is adopted.

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

Against: Cr Brent Muggeridge

carried 7/1

Mrs Harrison presented this report.

6.8 Remits for consideration at LGNZ 2021 AGM

PURPOSE

The purpose of this report is for Council to consider its position in relation to the 2021 LGNZ AGM Remits.

Recommendation

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

2. Remit 1: That LGNZ advocate that the provisions that were added to the RMA, that restricted tree protection, be repealed urgently and that this change be carried through into new resource management legislation, thereby restoring the right to councils to adopt and enforce locally appropriate policies to protect trees in their district. That LGNZ advocate to use the current RMA reform process to ensure these changes are carried through into new legislation.

3. Remit 2: That LGNZ request the Valuer General amend the relevant legislation to allow for Local Government to address the growing disparities between the rating valuation of forestry land and other land uses.

4. Remit 3: That Local Government New Zealand (LGNZ) advocate to central government for provision of funding to enable Councils to engage in civics education for high school children.

5. Remit 4: That the power the Chief Executive has under the Local Government Act (42, 2 (da)) for “facilitating and fostering representative and substantial elector participation in elections and polls held under the Local Electoral Act 2001" be removed and placed with the Electoral Commission.

6. Remit 5: That LGNZ works with central government in a) developing consistent emission inventory standards for use by local and regional authorities, and b) setting science- based emissions reduction targets to support delivery on our National Determined Contribution (NDC) under the Paris Agreement and on our nationwide emissions budgets being established by government via advice from the Climate Change Commission.

7. Remit 6: That LGNZ works with the Government to:

· Conduct an urgent review of the Work and Income New Zealand (WINZ) Accommodation Supplement (AS) system zones in partnership with Territorial Authorities.

· Schedule a two yearly review of the WINZ AS system zones in partnership with Territorial Authorities ongoing.

8. Remit 7: That LGNZ works with Government to obtain legal protection/indemnity from the Crown in favour of all Councils, and/or to implement a warranty scheme, for any civil liability claim brought against a Council with regards to building consent functions carried out by Consentium (a division of Kāinga Ora), as any such costs should not be borne by ratepayers.

Amendment

Moved: Cr Gerard Minehan

Seconded: Cr Tim Aitken

That, having considered all matters raised in the report, the report be noted with the removal of Remit 1.

Carried

Amendment

Moved: Cr Kate Taylor

Seconded: Cr Tim Aitken

That Councils position on Remit 1 be considered at the discretion of the Mayor and Deputy Mayor after further investigation on what this would mean for Central Hawke’s Bay.

Carried

Mrs Davidson presented this report.

6 Date of Next Meeting

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Pip Burne

THAT the next meeting of the Central Hawke's Bay District Council Strategy and Wellbeing Committee be held on 26 August 2021.

Carried

7 Time of Closure

The Meeting closed at 11:01am.

The minutes of this meeting were confirmed at the Strategy and Wellbeing Committee Meeting held on 26 August 2021.

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

CHAIRPERSON

Council Meeting Agenda

29 July 2021

7.2 Use of the Common Seal - December 2019 - July 2021

File Number: COU1-1400

Author: Caitlyn Dine, Governance & Support Officer

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Use of the Common Seal - December 2019 - July 2021 ⇩

PURPOSE

The purpose of this report is to update Council on the recent use of the Common Seal since last reporting use in December 2019. Council can expect this to be reported on an annual basis.

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 being of some importance.

DISCUSSION

The Common Seal is the mark of the Council which is used to execute legal documents as required by various pieces of legislation and also for ceremonial purposes. It provides endorsement of an official Council document.

Although a Council resolution is required for the Seal to be affixed to a document, the delegations register specifies that -

In the case of a document or a routine nature, and/or a document which is urgent, the Seal may be affixed to such documents and such action reported to Council for a confirmation resolution.

The seal is held by the Chief Executive who is responsible for its use.

The Common Seal is affixed to any document that is required to be executed under the Seal, including:

· Warrants to enter private land on behalf of the Council made under the Resource Management Act, the Biosecurity Act, the Building Act, Local Government Act 1974 or the Local Government Act 2002;

· When executing any Memorandum of Transfer pursuant to section 80 of the Local Government (Rating) Act 2002;

· Regional policy statements and regional and district plans prepared under the Resource Management Act;

· Central Hawke’s Bay District Council – Delegations Register May 2018 Page 9

· Bylaws prepared under the Local Government Act 2002 or other relevant statutes;

· Any documents (e.g. covenants, caveats, or consent notices) which otherwise require the use of the Council’s Common Seal with the exception of “Deeds”.

· In relation to executing any Deed, the authority to impress on any document the Common Seal of the Council is delegated to the Mayor or in his absence Deputy Mayor, and any one councillor by virtue of section 9 of the Property Law Act 2007 (two signatures required).

The Register detailing the Use if the Common Seal is attached.

Financial and Resourcing Implications

There are no financial or resourcing implications to consider when affixing the seal.

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;

· 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;

· 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

Officers will continue to use the seal in accordance with the delegations register and report its use to Council regularly.

RECOMMENDATION

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

Council Meeting Agenda

29 July 2021

7.3 Council Policy Review Program Update

File Number: COU1-1400

Author: Brent Chamberlain, Chief Financial Officer

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Central Hakes Bay District Council Public Policies ⇩

Recommendation

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

PURPOSE

The purpose of this report is to give Councillors some visibility of the Council Policies Review Program status.

significance and engagement

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

BACKGROUND

Council has a number of policies, bylaws, and strategies covering both internal operations and external public relations. It is good practice that these policies, bylaws, and strategies are reviewed on a 3 yearly rotational basis to ensure that they are still current and fit for purpose.

DISCUSSION

At the 3^rd June 2020 Council meeting Council adopted a Council Policy Framework and agreed to undertake a stocktake of Councils strategies, policies, and plans as part of project hygiene leading into the Long Term Plan.

Also as part of the annual external audit in 2019, and again in 2020, Ernst Young noted that some of Councils policies were past their review date.

As a result of this, Council Governance staff have recently been undertaking the stock take of all Council policies, bylaws, and strategies.

This process has included:

· Ensuring Council’s master list of policies, bylaws, and strategies was up to date

· Ensuring that all public policies, bylaws, and strategies were available on Council’s website and that the most recent version was available, and all old versions were removed

· Ensuring that the master copy of all policies, bylaws, and strategies (both internal and public) were stored in the hive in a central repository that all staff could access

· Reviewed the last 2 years of Council Minutes to ensure that all resolutions relating to policies, bylaws, and strategies have been reflected in the master copies

· Colour coding the master list policies, bylaws, and strategies into a traffic light system where current policies were denoted green, policies expiring shortly were orange, and expired policies were red.

· Where the policy had expired, work with the relevant officers to get them reviewed

This stock take of Council’s policies, bylaws, and strategies is the first time such a process has been undertaken in recent years and has highlighted that each department of Council has developed their policies, bylaws, and strategies in an ad hoc manner and better oversight and version control is needed in this area. It has also highlighted that Council needs to rationalise its policies (such as when Council bundled all its rating policies into a single policy last year). Council currently has over 55 public policies/bylaws, and a further 25 internal policies.

While good progress has been made reviewing policies (particularly those related to the Long Term Plan Process) there are still approximately 50% of the public policies that need reviewing. Many of these are in train (such as the 8 Land Transport Policies that are scheduled to come to the next Finance and Infrastructure Committee meeting on the 12^th August). Others will be picked up as part of the community facility strategy reviews scheduled for later this year.

Attached is a copy of the master list of public policies, and the current status of these policies.

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;

· 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

Next Steps

Council Governance staff will continue their oversight of Council’s policies, bylaws, and strategies and work with Council Officers to get them reviewed on a timely basis.

RECOMMENDATION

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

Council Meeting Agenda

29 July 2021

7.4 Three Waters Reform Update

File Number: COU1-1400

Author: Monique Davidson, Chief Executive

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Report to Council August 2021

2. Three Waters Reform Programme Package and FAQ's ⇩

Recommendation

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

PURPOSE

The purpose of this report is to provide an update to Council on the Three Waters Reform programme, with a particular emphasis on recent announcements. This report does not seek a decision, and is provided for information only.

significance and engagement

This report is provided for information purposes only and has been assessed as not significant. However, it is noted in presenting this report, that the Three Waters Reform Programme will have significant public interest.

BACKGROUND

In July 2020, the Government launched the Three Waters Reform Programme – a three-year programme to reform local government three waters service delivery arrangements.

This reform programme builds on the progress made through the Three Waters Review and establishment of Taumata Arowai.

Currently 67 different councils own and operate the majority of the drinking water, wastewater and stormwater services across New Zealand. Local government is facing urgent challenges in the provision of these services including: funding infrastructure deficits, complying with safety standards and environmental expectations, building resilience to natural hazards and climate change into three waters networks, and supporting growth.

Rather than piecemeal solutions, it is the government’s view that comprehensive, system-wide reform is needed to achieve lasting benefits for the local government sector, our communities, and the environment.

The Government’s starting intention is to reform local government’s three waters services into a small number of multi-regional entities with a bottom line of public ownership.

A Joint Three Waters Steering Committee has provided collaborative oversight of the reform programme that brings together central and local government expertise and experience.

In July 2020, the Government announced a $761 million funding package to provide post COVID-19 stimulus to maintain, improve three waters infrastructure, support a three-year programme of reform of local government water service delivery arrangements (reform programme), and support the establishment of Taumata Arowai, the new Waters Services Regulator.

In August 2020, Central Hawke’s Bay District Council agreed to sign a Memorandum of Understanding with the Crown, where it was agreed that we would work in good faith to contribute to the design and conversation on the future shape of 3 Waters Service Delivery. A copy of the report, and decisions made by Council can be found attached in Attachment 1. At the same time Council received a $11.09 million stimulus grant, which was allocated to 3 Waters projects that without the funding would not have advanced at the pace they have.

DISCUSSION

Announcement on Cabinet Decisions and Reform Proposals

In June 2021 Cabinet made decisions and announcements on the key design principles of Four Three Waters Entities.

June 2021 Cabinet decisions and reform proposals

· Three Waters Reform Programme Overview – A3 - 30 June 2021

· FAQs - Transforming the system for delivering three waters - 30 June 2021

· Water Service Entities - Overview - 30 June 2021

· Transforming the system for delivering three waters services - the case for change and summary of proposals - 30 June 2021

The decisions outlined governments proposal to establish four publicly-owned entities to take responsibility of drinking water, wastewater and stormwater infrastructure across New Zealand. The Government considers that four water entities will create an affordable system that ensures secure delivery of safe drinking water and resilient wastewater and stormwater systems. An outline of the four entities is set out below:

However, the Government remains interested in continuing discussion with local government and iwi/Māori most affected by the proposed boundaries for feedback on these before progressing them in legislation.

Alongside the announcement, government released a local dashboard. It shows the average household costs of delivering these services in 2051 modelled for each council with and without reform. You can access the dashboard here: Local Dashboard - 30 June 2021, however the key aspects of the dashboard for Central Hawke’s Bay are outlined here:

National Evidence Base

This analysis and modelling advances the evidence base informing the case for change for the Three Waters Reform Programme.

The reports include analysis of the economic benefits of reform by the Water Industry Commission of Scotland (WICS), independent reviews of WICS’ methodology by Farrierswier and Beca, and an analysis of the effects of the proposed reform on the economy and affected industries by Deloitte.

The reports highlight the huge investment required over the next 30 years to ensure that New Zealanders have access to safe drinking water and our wastewater and stormwater networks achieve good environmental outcomes.

The reports point to the opportunities that reform will provide in reducing the costs of water services compared to the status quo. They also indicate the substantial economic benefits the reforms would deliver.

· Media release - Reports prove case for urgent water infrastructure reform – 2 June 2021

· Advancing the evidence base: background and FAQs – 2 June 2021

The Release of the Data and how we can interpret that for Central Hawke’s Bay

Central Hawke’s Bay District Council committed to a bold investment in three waters, through the #thebigwaterstory as part of the Long Term Plan 2017-2027, and recognises the significant infrastructure investment required in order to achieve the environmentally responsible and durable infrastructure goals set during Project Thrive. The ability for Central Hawke’s Bay to financially afford the investment required is challenging, and through the Long Term Plan 2021-2031 Council were required to make some significant decisions, which present pressure on all aspects of our financial strategy in order to fund the Wastewater Strategy and investment required in three waters renewals.

Announcement of three waters reform support package

In July 2021 the Prime Minister and Minister of Local Government announced a comprehensive three waters support package and discussed the forward partnership on the reform proposals. The press release can be found on the beehive website here: Government to provide support for water reforms, jobs and growth | Beehive.govt.nz

A key part of this announcement is that the Government and LGNZ have recommitted to working closely with the sector not just on these reforms, but on other challenges and opportunities.

Continuing the partnership between local and central government is the best way to resolve outstanding questions and policy detail to give these critical reforms the best chance of success. This partnership approach will build on that relationship formed through the three waters reforms and look to how we can work together to re-imagine the role of local government alongside responding to the independent review of the future for local government. This is reflected in a joint central/local government statement released by the Government and Local Government New Zealand (Joint Statement here)

About the financial support package

A more detailed FAQ sheet on the reform package is set out in Attachment 2, including the proposed individual council allocations under the ‘better off’ package.

The Government’s three waters reform support package has been developed in partnership with Local Government New Zealand and comprise two broad elements to support transition to the new three waters system, and to position the sector for the future:

o A ‘better off’ element: an investment of $2 billion into the future for local government and community wellbeing, consistent with the priorities of both central and local government. In a Central Hawke’s Bay context this equates to $11.4 million to invest in community wellbeing, people and place initiatives; and

o A ‘no council worse off’ element: an allocation of up to around $500 million to ensure that no local authority is in a materially worse position financially to continue to provide services to its community as a direct result of the reform.

This package is in addition to the $296 million announced in Budget 2021 to assist with the costs of transitioning to the new three waters arrangements.

The better off package is an investment by the Crown into the future for local government and community wellbeing. It will be allocated to councils based on a nationally-consistent formula agreed to by the Government and LGNZ – see the attached for details on this formula, funding criteria, and council specific allocations.

The no council worse off component of the support package is intended to ensure the forward financial sustainability of councils and address reasonable costs and financial impacts associated with the transfer of assets, liabilities and revenues to new water services entities.

Initial analysis indicates that the vast majority of councils are likely to be financially better off through the reforms. Councils likely to need the most support are primarily those with a low level of water debt to revenue and a high level of non-water debt to revenue. This also includes funding to support councils to meet the unavoidable costs of stranded overheads associated with the transfer of water assets, liabilities and revenues. The Department will undertake further work with councils during the transition period to understand the potential financial impacts at a local level, including through undertaking the associated due diligence process.

The Department is working with LGNZ and the joint three waters Steering Committee to jointly develop the principles and methodology that will inform the assessment of material adverse financial impacts. Following which, a due diligence process would be undertaken with councils to determine eligibility for this component of the no worse off funding.

Supporting the three waters workforce through transition

While no decisions have been taken on whether to proceed with the reforms as proposed, the Steering Committee, central and local government have been working together to develop principles to provide early certainty for existing Council-employed staff regarding their ongoing role.

It is considered that the water service delivery reforms (if it proceeds) will provide real opportunities to workers, both through increased career opportunities and in removing the systemic issues that have been constraining their ability to deliver water services at a level that is in the best interest of their communities.

A major focus of both central and local government is on ensuring that reform does not result in a loss of current staff, but in fact creates a platform to attract, develop and retain talent and enhance local expertise.

Any member of staff who works primarily on water will be guaranteed a role at the new water service entities that retains key features of their current role, salary, location, leave and hours/days of work. A more bespoke approach is required for senior executives (e.g. ELT members), other staff and contractors. Government will work with councils, staff, and unions further on this through the transition.

While the reform proposals will support efficiencies in the way we deliver services, in order to implement this significant upgrade of the three waters asset base we need to retain and expand the current three waters workforce significantly.

It is expected that there will be substantial opportunities for employment growth, specialisation and increased career opportunities over the next 30 years for the workforce involved.

The Deloitte report released in early-June 2021 notes that significant growth (up to 80%) of the water sector workforce is required to deliver the investment needed in our three waters services.

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;

· 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

Next Steps

Each Council over the next 8 weeks need to work through what the package means for them and LGNZ will work with the sector to refine areas of the reforms that local government have sought more time with. This includes ensuring all communities have a voice in the system, influence over local decisions, and effective representation on the new water entities’ governing boards.

The reform seeks to ensure no council is worse off and every community is better off. During the next 8 weeks, every council has time to test this and develop a clear understanding of their position. It is the intention of the Chief Executive to lead this work and provide guidance and advice to Council as more information becomes available.

Following this 8-week window to consider the reform proposals, the Government will take further decisions on the next steps of the reform pathway. This means councils don’t need to start formal consultation until after this window and the next steps are determined.

While the announcement still needs to be further understood, particularly understanding what “no council is worse off, and every community is better off” means in the context of Central Government. It is worth noting that the financial package does give us the confidence that Central Government is a willing partner to ensure a strong and bright future for Local Government.

RECOMMENDATION

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

Council Meeting Agenda

29 July 2021

7.5 Elected Member Remuneration Framework

File Number: COU1-1400

Author: Monique Davidson, Chief Executive

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Local Government Members Determination 2021/2022 ⇩

PURPOSE

The purpose of this report is to advise Council to a change to Elected Member remuneration following a determination from the Remuneration Authority which is government led and does not allow local input or decision making.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

1. That the Elected Member Remuneration report be received and noted.

EXECUTIVE SUMMARY

This report provides an update on changes to elected member remuneration for the 2021/2022 financial year, following a new Determination issued by the Remuneration Authority. The Determination changes were a result in Government led decision.

BACKGROUND

The Remuneration Authority is responsible for setting the remuneration levels of Elected Members based on the requirements of clause 6 of Schedule 7 of the Local Government Act 2002 and section 18 & 18A of the Remuneration Authority Act 1977.

Based on the requirements of the Acts, the Remuneration Authority has set the remuneration for Elected Members via the Local Government Members (2019/2020) (Local Authorities) Determination 2019. The determination sets out the level of remuneration for Elected Members, Hearing Fees and Allowances that may be paid to Elected Members.

In 2018 the Authority completed a comprehensive review of its approach to determining the remuneration and allowances for local government elected members. Council adopted the Remuneration Framework in November 2020.

Due to the National COVID-19 situation the Government led direction for a reduction of remuneration of the Prime Minister, Cabinet Ministers, and State Sector Chief Executives. The direction also effected Local Government elected members. The special amending legislation was passed by Parliament on 14 May 2020 and received the Royal Assent the following day. Its stated purpose is to allow public sector leaders, including elected members of local authorities, to show leadership in the public sector during the COVID-19 outbreak and show solidarity with those in the private sector who are losing their jobs or facing significant pay reductions. The amending legislation permits the Remuneration Authority to reduce the salaries of selected local government elected members (as shown in the Local Government Members (2019/2020) Determination 2019) by up to 20% for a period of up to 6 months. In a Central Hawke’s Bay District Council context this saw all Elected Members remuneration held, except for the Mayor whose remuneration was decreased.

Now 12 months on, the Remuneration Authority have announced the gazetted determination for the 2021/2022 financial year. These changes came into effect 1 July 2021.

DISCUSSION

The following table of salary provisions for 2021/2022 was approved and gazetted by the Remuneration Authority effective 1 July 2021.

Council Positions of Responsibility
Position	Number of Positions	2018/19 Position Salary	2021/2022 Position Salary
Mayor	1	$105,000	$105,000
Deputy Mayor, Chair of Strategy and Wellbeing Committee, Lead Urban Councillor	1	$53,408	$54,209
Chair of Finance and Infrastructure and Risk and Assurance Committee Member	1	$40,408	$41,014
Lead Rural Councillor and Risk and Assurance Committee Member	1	$33,408	$33,909
Risk and Assurance Committee Member	2	$30,408	$30,864
Councillor	3	$24,437	$26,804

Council can note the full determination in the Attachment.

When making the determination the Remuneration Authority (the Authority) took into account the mandatory criteria listed in clause 7 of schedule 7 of the Local Government Act 2002. In addition, (and as required under section 18A of the Remuneration Authority Act 1977) the Authority took into account the current countervailing economic conditions. This is an important criterion at this time.

Elected Members’ Remuneration

The economy has proven to be more resilient than predicted at this time last year. However, further waves of COVID-19 recurring around the world continue to present a highly volatile and uncertain global environment which is continuing to have a negative impact on many regions within New Zealand. Given this uncertainty, the Authority has taken a conservative approach to determining elected members’ remuneration for the 2021/22 year. Some councils have received no increases, while the majority of councils have received an increase of 1% to 1.5% to their remuneration.

A small number of councils have been given larger increases. This is part of the phased implementation of the changes to the Authority’s approach to determining elected members remuneration, begun in 2019. The phased implementation was delayed in 2020 as a result of the COVID-19 pandemic, so it has resumed this year.

Where a council has made a recent change to its governance structure, this has been captured in the determination. Those changes are effective from 1 July 2021.

Allowances

It is the Authority’s preference that councils supply the full range of information and communication technology (including mobile telephone and related mobile telephone service) to their members for use on local authority business rather than requiring members to use their own. However, if a council requires its elected members to use their own personal equipment, consumables and services, the Authority has increased the rates of the communications allowance to reflect the increasing costs of working remotely and the need for members to have access to more reliable and fit for purpose technology to support their work. Included in the communications allowance is a new item covering the reimbursement of ICT consumables such as paper and ink cartridges. Elected members using their own supply of consumables can seek a reimbursement of up to $200 during the term of the determination.

We reviewed the childcare allowance that has been in place since 2019, taking into account feedback received from a number of councils. Consequently, the Authority has amended the allowance to remove any perceived discrimination based on family status. The upper limit of this allowance is unchanged.

The vehicle kilometre reimbursement allowance has been adjusted to reflect the rates prescribed by Inland Revenue for the 2021 income year.

All other allowances and hearing fees remain at their 2019 levels until the expiry of the determination.

The determination will be made publicly available on the Authority’s website after it has been gazetted.

Use of Public Transport (bus, train or ferry), Micromobility Vehicles (eg: e-bikes and e-scooters) and Bicycles for Travel on Local Authority Business

The Authority received a number of submissions and representations from councils regarding making provision in the determination for reimbursement of the cost incurred by elected members who use public transport (either local bus, long distance coach, train or ferry), micromobility vehicles (such as e-bikes and e-scooters) and bicycles when travelling on local authority business.

We support these alternative modes of transport, as they reinforce individual council’s environmental goals by reducing carbon emissions and road congestion and provide greater choice and flexibility to elected members to move around their city, district or region.

Many councils have existing provisions, in their elected members’ allowances expenses and reimbursement policies, for air travel and travel expenses, accommodation, car parking and the use of taxis or rental cars under certain conditions. A small number of councils also have a provision in their expenses policy for reimbursing elected members for the costs of using public transport, including buses and ferries, when travelling on local authority business.

Other councils may wish to amend their elected members’ expenses and reimbursements policy to include the reimbursement of the actual and reasonable costs incurred by members who use public transport, micromobility vehicles and bicycles for travel on local authority business, upon the production of receipts or evidence satisfactory to the council.

The reports and issues have been discussed with the Minister for Local Government, with the Local Government Commission and with the members of LGNZ’s National Council and Community Boards Executive Committee. The Remuneration Authority will be meeting with all Panel Members of the Future for Local Government to brief them on the issues in early August 2021.

RISK ASSESSMENT and mitigation

The Determination of remuneration changes to elected members is made by the Remuneration Authority and the legislative instrument processed through Parliament receiving the Royal Accent. The Council has no choice, but to follow the legislation.

Delegations or authority

This decision is already in force and implemented as per the powers under the Remuneration Authority. The Council must comply with the Remuneration Authority Determinations. Guidance on where to allocate the surplus budgeted money is to be spent is sought from Council, and is a Council decision.

sIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as low significance therefore no engagement is required.

OPTIONS Analysis

NEXT STEPS

No further action of the Elected Member Remuneration is required.

RECOMMENDATION

That having considered all matters raised in the report:

1. That the Elected Member Remuneration report be received and noted.

Council Meeting Agenda

29 July 2021

10 Public Excluded Business

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
10.1 - Resolution Monitoring Report - Public Excluded	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
10.2 - C-1135 Tender Outcome Report - Otane Wastewater Pump Station	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 - C-1140 Tender Outcome Report - Waipawa Water Firefighting	s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
10.4 - Procurement Plan - 3 Waters Consultancy Support Panel	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) 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
10.5 - May-June Key Project Status Report - District Plan	s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
10.6 - Amendment to the Terms of Reference and Appointment of Commissioners to the Regulatory Hearings Panel	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
10.7 - Establishment of Central Hawke's Bay District Plan Panel	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
10.8 - Chief Executive End of Year Performance Review - Minutes from the Chief Executive Employment and Performance Committee	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

11 Date of Next Meeting

Recommendation

THAT the next meeting of the Central Hawke's Bay District Council be held on 23 September 2021.

12 Time of Closure