Finance and Infrastructure Committee Meeting Minutes

12 August 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, 12 August 2021 AT 9.00am

 

PRESENT:              Mayor Alex Walker

Cr Tim Aitken

Deputy Mayor Kelly Annand

Cr Gerard Minehan

Chairperson Brent Muggeridge

Dr Roger Maaka

Cr Jerry Greer

Cr Kate Taylor

Cr Exham Wichman

Cr Pip Burne (Apology)

IN ATTENDANCE: Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Monique Davidson (Chief Executive)

Doug Tate (Group Manager, Customer and Community Partnerships)

Nicola Bousfield (Group Manager, People and Business Enablement)

Brent Chamberlain (Chief Financial Officer)

Darren de Klerk (Director Projects and Programmes)

Caitlyn Dine (Governance and Support Officer)

1            Apologies

Councillor Burne apology be noted

 

2            Declarations of Conflicts of Interest

nil

3            Standing Orders

Committee Resolution  

Moved:       Cr Exham Wichman

Seconded:  Deputy Mayor Kelly Annand

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 Finance and Infrastructure Committee Meeting held on 22 April 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:       Deputy Mayor Kelly Annand

Seconded:  Cr Exham Wichman

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 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.

6.3         Key Project Status Report - BigWaterStory

PURPOSE

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

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

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Deputy Mayor Kelly Annand

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

Carried

Mr de Klerk and Mr Kilduff presented this report.

 

6.4         Key Project Status Report - BigWasteWaterStory

PURPOSE

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

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

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

 

Committee Resolution  

Moved:       Cr Jerry Greer

Seconded:  Cr Kate Taylor

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

Carried

Mr de Klerk and Mr Swinburne presented this report.

6.5         Key Project Status Report - 3 Waters Tranche One

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:       Deputy Mayor Kelly Annand

Seconded:  Mayor Alex Walker

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

Carried

Mr de Klerk and Mr Swinburne presented this report.

 

6.6         Waipukurau Second Water Supply/ Waipawa Link - Go/ No Go Report

PURPOSE

The matter for consideration by the Council is to the continued development of the design and procurement for the Waipukurau Second Water Supply. 

 

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Deputy Mayor Kelly Annand

That having considered all matters raised in the report:

a)   That council endorse and approve proceeding with Option 2 (Plan C) to continue with components of construction and design.

b)   That council approves redistributing $1.1m of DIA funding to bringing forward the replacement of the Abbottsford rising main – subject to DIA approval.

c)   That council supports the reallocation of funding set aside for Abbottsford rising main renewal in Year 2 or 3 of the LTP be redirected back to this project to backfill the removal of DIA funds now.

d)   That council acknowledge the current project budget forecasting, but no decision to amend project budget is being considered until the project progresses further.

Carried

Mr de Klerk and Mr Kilduff presented this report.

 

Chair Councillor Muggeridge noted this is no longer a go/no go report.

6.7         Trade Waste Strategy

PURPOSE

The matter for consideration by the Council is to adopt a Trade Waste Strategy that outlines the method of implementing the improvements and operationalising the trade waste bylaw.

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Mayor Alex Walker

That having considered all matters raised in the report:

a)         The Trade Waste Strategy 2021 is adopted and endorsed for implementation to support the recently adopted Trade Waste Bylaw.

Carried

Mr de Klerk and Mr Severinsen presented this report.

 

Meeting adjourned for morning tea break at 10:38am.

 

Meeting resumed at 10:59am.

 

6.8         Infiltration and Inflow (I&I) Strategy

PURPOSE

The matter for consideration by the Council is adoption of the I&I Management Strategy, which includes options for remediation (including funding) of defects contributing to inflow and infiltration to the sewer network from the private side of the boundary.

 

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a)         That the Finance and Infrastructure Committee approves the recommendation to adopt the I&I Management Strategy.

b)         That the Finance and Infrastructure Committee support and endorse Option 1 recommendation for private side defects to be repaired by the resident in the first instance.

 

Amendment

Moved:       Mayor Alex Walker

Seconded:  Cr Kate Taylor

b) That the Finance and Infrastructure Committee support and endorse Option 1.

Carried

Mr de Klerk and Mr Severinsen presented this report.

6.9         Request to bring forward Pourerere Public Toilet Capital Funding

PURPOSE

The matter for consideration by the Committee is to bring forward capital funds in year 2 of the LTP for the replacement of the Pourerere Beach public toilets to support the funding received through the Ministry of Business Innovation and Employments Tourism Infrastructure Fund.

 

Committee Resolution  

Moved:       Cr Jerry Greer

Seconded:  Cr Kate Taylor

That having considered all matters raised in the report:

a)         The capital and renewal funding in year 2 of the 2021 - 2031 Long Term Plan for the Pourerere Beach public toilets be brought forward to the current year (year 1) to support funding from Ministry of Business Innovation and Employments Tourism Infrastructure Fund.

Carried

Mr Tate presented this report.

 

Councillor Annand noted she wanted to see the strategy around campers and how we accommodate them long term.

 

6.10       Draft Financial Report and Carry Forwards for the 2020/2021 Financial Year

PURPOSE

The matter for consideration by the Council is to give Councillors an early indication of the draft financial results for 2020/2021, and for Council to approve the proposed allocations to carry forwards, special funds, and between activities for the 2020/2021 Financial Year.

 

Committee Resolution  

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Exham Wichman

reccommendation for consideration

That having considered all matters raised in the report:

a)    That Council receives the report entitled Draft Financial Report and Carry Forwards for the 2020/2021 Financial Year.

b)    Council approve the proposed allocations to carry forwards and special funds for the 2020/2021 Financial Year.

c)    Council approve that the 2020/2021 activity surpluses in the general rate funded activities be used to fund the deficits in the general rate funded activities as proposed.

d)    Council approves funding the $428k shortfall in drinking water renewal budget via loan funding by reducing the renewal funding by the same amount for the 2021/2022 financial year.

 Carried

Mr Chamberlain presented this report.

 

Mayor Walker asked for the table on page 254 to be updated.

 

6.11       Quarterly Non-Financial Performance Report April - June 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. 

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Jerry Greer

That having considered all matters raised in the report:

That the Quarterly Non-Financial Performance Report 1 April – 30 June 2021 be received.

Carried

Mr Chamberlain presented this report.

 

 

6.12       Review of Land Transport Policies

PURPOSE

The matter for consideration by the Committee is the adoption of revised Land Transport Policies

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Kate Taylor

That having considered all matters raised in the report:

a)         That the Committee adopt the reviewed Land Transport Policies, noting those components of the policy now to be captured as operational policies.

Carried

Mr Lloyd and Mr McKinley presented this report.

 

Mayor Walker noted on page 331 it should state “new roads”.

Councillor Taylor noted on page 335 asked to take out the words “will be retired”.

 

 

6.13       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:       Chairperson Brent Muggeridge

Seconded:  Cr Jerry Greer

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

Carried

Mr de Klerk presented this report.

 

 

 

 

 

 

6.14       Elected Members Expenses for March 2021 to June 2021

PURPOSE

The purpose of this report is to update the Committee on the Elected Members’ Expenses for the four months covering March 2021 to June 2021.

 

Committee Resolution  

Moved:       Cr Kate Taylor

Seconded:  Cr Exham Wichman

That, having considered all matters raised in the report, the Elected Members Expenses for March 2021 to June 2021 report be noted.

Carried

Mr Chamberlain presented this report.

 

6.15       Mayoral Fund Expenses for July 2020 to June 2021

PURPOSE

The purpose of this report is to update the Committee on the Mayoral Fund Expenses for year ended 30 June 2021.

 

Committee Resolution  

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Jerry Greer

That, having considered all matters raised in the report, the Mayoral Fund Expenses for year ended 30 June 2021 report be noted.

Carried

 Mr Chamberlain presented this report.

 

Meeting adjourned for a lunch break at 12:45pm

 

Meeting resumed in public excluded at 1:25pm

 

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  

Moved:       Cr Jerry Greer

Seconded:  Cr Kate Taylor

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

7.1 - Resolution Monitoring Report

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(b)(i) - the withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret

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

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

7.2 - Procurement Plan - PWPGF Slow Vehicle Bays

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)(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

 

Carried

6            Date of Next Meeting

Committee Resolution  

Moved:       Cr Exham Wichman

Seconded:  Deputy Mayor Kelly Annand

THAT the next meeting of the Central Hawke's Bay District Council Finance and Infrastructure committee be held on 7 October 2021.

Carried

 

7            Time of Closure

 

The Meeting closed at 1:50pm.

 

The minutes of this meeting were confirmed at the Finance and Infrastructure Committee Meeting held on 7 October 2021.

 

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CHAIRPERSON