|
Council Meeting Agenda Thursday, 23 September 2021 9.00am Council Chamber, 28-32 Ruataniwha Street, Waipawa |
|
Council Meeting Agenda Thursday, 23 September 2021 9.00am Council Chamber, 28-32 Ruataniwha Street, Waipawa |
|
Council Meeting Agenda |
23 September 2021 |
3 Declarations of Conflicts of Interest
6.1 Minutes of the Strategy and Wellbeing Committee Meeting held on 26 August 2021
6.2 Minutes of the Finance and Infrastructure Committee Meeting held on 12 August 2021
6.3 Minutes of the Risk and Assurance Committee Meeting held on 16 September 2021
7.1 Adoption of Annual Report 2020/2021
7.2 Three Waters Reform - Update to Council and Endorsement of Feedback to Government
7.3 Resolution Monitoring Report
7.4 District Licensing Annual Report 2020/2021
7.5 Annual Dog Control Policy and Practices Report 2020/2021
7.6 Resident's Opinion Survey Results 2021
7.7 Hawke's Bay Local Authority Shared Services - Council Controlled Organisation Exemption
8 Mayor and Councillor Reports
Mayor's Report for September 2021
Strategy and Wellbeing Committee Chair Report
Finance and Infrastructure Committee Chair's Report
9.1 Bi Monthly Organisation Performance Report August - September 2021
10.1 Resolution Monitoring Report - Public Excluded
10.2 Central Hawke's Bay Consumers Power Trust 2021 Trustee Election
10.3 August District Plan Key Projects Status Report
10.4 C1126 - Extension of Desludging Contract
10.5 C1148 - Tikokino Road Water Main (Stage 2 and 3) - Tender Outcome Report
10.6 C1173 - Tender Outcome Report (3 Waters Consultancy Support Panel)
1 Karakia
2 Apologies
3 Declarations of Conflicts of Interest
4 Standing Orders
|
RECOMMENDATION THAT the following standing orders are suspended for the duration of the meeting: 21.2 Time limits on speakers 21.5 Members may speak only once 21.6 Limits on number of speakers And that Option C under section 22 General Procedures for Speaking and Moving Motions be used for the meeting. Standing orders are recommended to be suspended to enable members to engage in discussion in a free and frank manner. |
5 Confirmation of Minutes
Ordinary Council Meeting - 29 July 2021
|
That the minutes of the Ordinary Council Meeting held on 29 July 2021 as circulated, be confirmed as true and correct.
|
|
Council Meeting Agenda |
23 September 2021 |
MINUTES OF Central Hawkes Bay District Council
Council Meeting
HELD AT THE Council Chamber, 28-32
Ruataniwha Street, Waipawa
ON Thursday, 29 July 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)
Joshua Lloyd (Group Manager, Community Infrastructure and Development)
Caitlyn Dine (Governance and Support Officer)
1 Karakia
Cr Wichman lead the karakia
2 Apologies
Nil
3 Declarations of Conflicts of Interest
Nil
4 Standing Orders
|
Resolved: 21.93 Moved: Cr Pip Burne Seconded: Cr Kate Taylor THAT the following standing orders are suspended for the duration of the meeting: 20.2 Time limits on speakers 20.5 Members may speak only once 20.6 Limits on number of speakers And that Option C under section 21 General procedures for speaking and moving motions be used for the meeting. Standing orders are recommended to be suspended to enable members to engage in discussion in a free and frank manner. Carried |
5 Confirmation of Minutes
|
Resolved: 21.94 Moved: Cr Kate Taylor Seconded: Cr Gerard Minehan That the minutes of the Ordinary Council Meeting held on 3 June 2021 and the Extraordinary Council Meeting held on 17 June 2021 as circulated, be confirmed as true and correct. Carried |
6 Reports from Committees
|
6.1 Minutes of the Strategy and Wellbeing Committee Meeting held on 1 July 2021 |
|
Resolved: 21.95 Moved: Cr Pip Burne Seconded: Cr Kate Taylor 1. That the minutes of the meeting of the Strategy and Wellbeing Committee held on 1 July 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: 21.96 Moved: Cr Brent Muggeridge Seconded: Cr Exham Wichman That, having considered all matters raised in the report, the report be noted. Carried |
Mrs Davidson presented this report.
|
7.2 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. |
|
Resolved: 21.97 Moved: Cr Gerard Minehan Seconded: Deputy Mayor Kelly Annand That, having considered all matters raised in the report, the report be noted. Carried |
Miss Dine presented this report.
|
7.3 Council Policy Review Program Update |
|
PURPOSE The purpose of this report is to give Councillors some visibility of the Council Policies Review Program status. |
|
Resolved: 21.98 Moved: Deputy Mayor Kelly Annand Seconded: Cr Jerry Greer That, having considered all matters raised in the report, the report be noted. Carried |
Mr Chamberlain presented this report.
|
7.4 Three Waters Reform Update |
|
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.
|
|
Resolved: 21.99 Moved: Deputy Mayor Kelly Annand Seconded: Cr Jerry Greer That, having considered all matters raised in the report, the report be noted. Carried |
|
Motion Moved: Cr Tim Aitken Seconded: Cr Jerry Greer That Council notes to ensure as soon as possible balanced and factual information is available to the Central Hawkes Bay community on Three Waters Reform. Carried
|
Mrs Davidson presented this report.
|
7.5 Elected Member Remuneration Framework |
|
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.
|
|
Resolved: 21.100 Moved: Cr Pip Burne Seconded: Cr Exham Wichman That having considered all matters raised in the report:
1. That the Elected Member Remuneration report be received and noted.
Carried |
Mrs Davidson presented this report.
8 Mayor and Councillor Reports
|
8.1 Mayor's Report for June - July 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: 21.101 Moved: Cr Gerard Minehan Seconded: Cr Jerry Greer That the Mayor’s report for July 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: 21.102 Moved: Cr Gerard Minehan Seconded: Cr Kate Taylor That the Strategy and Wellbeing Committee Chair Report for July 2021 be received. Carried |
Deputy Mayor Annand presented this report.
|
8.3 Finance and Infrastructure Committee Chair's Report |
|
Purpose The purpose of this report is to present the Finance and Infrastructure Committee Chair Report. This report will be presented to Council on the day.
|
|
Resolved: 21.103 Moved: Cr Tim Aitken Seconded: Cr Jerry Greer That the Finance and Infrastructure Committee Chair Report be noted. Carried |
Cr Muggeridge presented this report.
|
8.4 Ruataniwha Ward Report |
|
Purpose The purpose of this report is to present the Ruataniwha Ward Report. |
|
Resolved: 21.104 Moved: Deputy Mayor Kelly Annand Seconded: Cr Pip Burne That the Ruataniwha Ward Report for July 2021 be received. Carried |
Deputy Mayor Annand presented this report.
|
8.5 Aramoana/Ruahine Ward Report |
|
Purpose The purpose of this report is to present the Aramoana/Ruahine Ward Report. |
|
Resolved: 21.105 Moved: Cr Tim Aitken Seconded: Cr Kate Taylor That the Aramoana/Ruahine Ward Report for July 2021 be received. Carried |
Cr Aitken presented this report.
9 Chief Executive Report
|
9.1 Organisation Performance and Activity Report June - July 2021 |
|
PURPOSE The purpose of this report is to present to Council the organisation report for June - July 2021.
|
|
Resolved: 21.106 Moved: Cr Gerard Minehan Seconded: Cr Brent Muggeridge That, having considered all matters raised in the report, the report be noted. Carried |
Mrs Davidson presented this report.
10 Public Excluded Business
RESOLUTION TO EXCLUDE THE PUBLIC
|
Resolved: 21.107 Moved: Cr Brent Muggeridge 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:
Carried |
11 Date of Next Meeting
|
Resolved: 21.108 Moved: Mayor Alex Walker Seconded: Cr Kate Taylor THAT the next meeting of the Central Hawke's Bay District Council be held on 23 September 2021. Carried |
12 Time of Closure
The Meeting closed at 1:45pm.
The minutes of this meeting were confirmed at the Council Meeting held on 23 September 2021.
...................................................
CHAIRPERSON
|
Council Meeting Agenda |
23 September 2021 |
6.1 Minutes of the Strategy and Wellbeing Committee Meeting held on 26 August 2021
File Number: COU1-1400
Author: Caitlyn Dine, Governance & Support Officer
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Minutes of the Strategy and Wellbeing Committee Meeting held on 26 August 2021
The Committee refers the following recommendations to Council:
Recommendation
1. That the minutes of the meeting of the Strategy and Wellbeing Committee held on 26 August 2021 be received.
|
Strategy and Wellbeing Committee Meeting Minutes |
26 August 2021 |
MINUTES OF Central HAwkes Bay District Council
Strategy and Wellbeing Committee Meeting
HELD VIA AUDIOVISUAL LINK —ZOOM
ON Thursday, 26 August 2021 AT 9.00am
PRESENT: Dr Roger Maaka (apology)
Cr Jerry Greer
Cr Kate Taylor (chairperson)
Cr Exham Wichman
Mayor Alex Walker
Deputy Mayor Kelly Annand
Cr Tim Aitken
Cr Brent Muggeridge
Cr Gerard Minehan
Cr Pip Burne
IN ATTENDANCE: Doug Tate (Group Manager, Customer and Community Partnerships)
Nicola Bousfield (Group Manager, People and Business Enablement)
Monique Davidson (Chief Executive)
Joshua Lloyd (Group Manager, Community Infrastructure and Development)
Brent Chamberlain (Chief Financial Officer)
Caitlyn Dine (Governance and Support Officer)
Strategy and Wellbeing Committee was held via zoom due to being in alert level 4.
Councillor Taylor was chair of today’s committee meeting.
Councillor Taylor lead the karakia
1 Apologies
Dr Maaka apology noted.
2 Declarations of Conflicts of Interest
3 Standing Orders
|
Committee Resolution Moved: Cr Exham Wichman 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: Deputy Mayor (Chair) Kelly Annand Seconded: Cr Jerry Greer That the minutes of the Strategy and Wellbeing Committee Meeting held on 1 July 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: Mayor Alex Walker 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: Deputy Mayor (Chair) Kelly Annand Seconded: Cr Jerry Greer That, having considered all matters raised in the report, the report be noted. Carried |
Mrs Davidson presented this report. Mrs Wiggins presented the solid waste dashboard. Mr Lloyd presented the environmental strategy. Mr Tate presented the economic and social development priorities progress.
|
6.3 Class 4 Gambling and Board Venue Policy - Statement of Proposal for Adoption |
|
PURPOSE The matter for consideration by the Council is to adopt a Draft Class 4 Gambling and Board Venue Policy for public consultation as required by Section 102(5) of the Gambling Act 2003 and Section 97 of the Racing Industry Act 2020
|
|
Committee Resolution Moved: Mayor Alex Walker Seconded: Cr Gerard Minehan That having considered all matters raised in the report: Carried |
Mrs Harrison presented this report.
|
6.4 Deletion of District Licensing Committee Appointment of Members Policy and update of Committee Terms of Reference 2019-2022 |
|
PURPOSE The matter for consideration by the Council is the deletion of 2.15 District Licensing Committee Appointment of Members Policy and to update the Committee Terms of Reference 2019 – 2022.
|
|
Committee Resolution Moved: Cr Brent Muggeridge Seconded: Cr Gerard Minehan That having considered all matters raised in the report: a) That 2.15 District Licensing Committee Appointment of Members Policy is deleted and b) That the updated Committee Terms of Reference 2019-2022 is approved. Carried |
Mrs Harrison presented this report.
|
6.5 Cemeteries Policy for Adoption |
|
PURPOSE The matter for consideration by the Council is the adoption of the Draft Cemeteries Policy.
|
|
Committee Resolution Moved: Cr Pip Burne Seconded: Cr Exham Wichman That having considered all matters raised in the report: a) The Draft Cemeteries Policy be adopted and the existing Cemeteries Policy be deleted. Carried |
Mrs Leaf presented this report.
|
6.6 Deletion of Solid Waste Policy |
|
PURPOSE The matter for consideration by the Committee is the deletion of the Solid Waste Policy 2014.
|
|
Committee Resolution Moved: Deputy Mayor (Chair) Kelly Annand Seconded: Mayor Alex Walker That having considered all matters raised in the report: a) That the Solid Waste Policy 2014 be deleted Carried |
Mrs Wiggins presented this report.
6 Date of Next Meeting
|
Committee Resolution Moved: Cr Kate Taylor Seconded: Cr Jerry Greer THAT the next meeting of the Central Hawke's Bay District Council Strategy and Wellbeing Committee be held on 21 October 2021. Carried |
7 Time of Closure
Councillor Wichman closed with a karakia
The Meeting closed at 10:30am .
The minutes of this meeting were confirmed at the Strategy and Wellbeing Committee Meeting held on 21 October 2021.
...................................................
CHAIRPERSON
|
23 September 2021 |
6.2 Minutes of the Finance and Infrastructure Committee Meeting held on 12 August 2021
File Number: COU1-1400
Author: Caitlyn Dine, Governance & Support Officer
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Minutes of the Finance and Infrastructure Committee Meeting held on 12 August 2021
The Committee refers the following recommendations to Council:
Recommendation
1. That the minutes of the meeting of the Finance and Infrastructure Committee held on 12 August 2021 be received.
|
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
|
|
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 1. 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 2. 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:
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.
...................................................
CHAIRPERSON
|
23 September 2021 |
6.3 Minutes of the Risk and Assurance Committee Meeting held on 16 September 2021
File Number: COU1-1400
Author: Caitlyn Dine, Governance & Support Officer
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Minutes of the Risk and Assurance Committee Meeting held on 16 September 2021
The Committee refers the following recommendations to Council:
Recommendation
1. That the minutes of the meeting of the Risk and Assurance Committee held on 16 September 2021 be received.
|
Risk and Assurance Committee Meeting Minutes |
16 September 2021 |
MINUTES OF Central HAwkes Bay District Council
Risk and Assurance Committee Meeting
HELD AT THE Council Chamber, 28-32
Ruataniwha Street, Waipawa
ON Thursday, 16 September 2021 AT
9.00am
PRESENT: Chairperson Neil Bain (Chair)
Cr Tim Aitken
Cr Gerard Minehan
Cr Brent Muggeridge
Cr Jerry Greer
IN ATTENDANCE: Monique Davidson (Chief Executive)
Joshua Lloyd (Group Manager, Community Infrastructure and Development)
Doug Tate (Group Manager, Customer and Community Partnerships)
Brent Chamberlain (Chief Financial Officer)
Nicola Bousfield (Group Manager, People and Business Enablement)
Darren De Klerk (Director Projects & Programmes)
Bridget Gibson (Governance and Support Lead)
Bevan Johnstone (Health & Safety Advisor)
EXTERNAL PRESENTERS
The Risk and Assurance Committee Meeting opened at 9:06am.
Technical issues meant no live stream was available and the recorded meeting would later be uploaded to Facebook for public access. The live streaming issue was rectified at 9:30am and the meeting streamed live to the public via Zoom and Facebook.
1 Apologies
The apologies from Mayor Walker for absence from the meeting were accepted by the Chair and noted by the Committee.
2 Declarations of Conflicts of Interest
Nil.
3 Standing Orders
|
Committee Resolution Moved: Cr Brent Muggeridge Seconded: Cr Gerard Minehan THAT the following standing orders are suspended for the duration of the meeting: · 21.2 Time limits on speakers · 21.5 Members may speak only once · 21.6 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 Jerry Greer Seconded: Cr Gerard Minehan That the minutes of the Risk and Assurance Committee Meeting held on 27 May 2021 as circulated, be confirmed as true and correct. Carried |
5 Report Section
|
6.1 Insurance Risk Profile Report |
|
PURPOSE The purpose of this report is to provide the Risk and Assurance Committee with feedback on AON’s insurable risk profile meeting held on the 30 March 2021. |
|
Committee Resolution Moved: Cr Gerard Minehan Seconded: Cr Brent Muggeridge That, having considered all matters raised in the report, the report be noted. Carried |
Matt Bilbeck and Richard Harrison of AON Insurance joined the meeting and presented the report.
The Chair requested that a summary on recommendations of new cover and premiums and how they differ from current be reported to the Committee.
|
6.2 Resolution Monitoring Report |
|
PURPOSE The purpose of this report is to present to the Risk and Assurance Committee the Resolution Monitoring Report. This report seeks to ensure the Committee has visibility over work that is progressing, following resolutions made by the Committee.
At this time there are no outstanding resolutions monitored on which to report, therefore no report was tabled. The status of the report was noted by the Chair and Committee.
|
|
6.3 Risk and Assurance Work Programme Monitoring Report |
|
PURPOSE The purpose of this report is for the Risk and Assurance Committee to receive a progress update on the Risk & Assurance Committee Work Programme.
|
|
Committee Resolution Moved: Cr Tim Aitken Seconded: Cr Jerry Greer That, having considered all matters raised in the report, the report be noted. Carried |
CEO Davidson presented the report, taken as read.
An update was given by Officer Bousfield on the Contractor Management Framework. The Chair requested that the status of the Contract Management Framework be reported on regularly as part of the Risk and Assurance Work Programme.
|
6.4 Treasury Management Monitoring Report |
|
PURPOSE The purpose of this report is to provide an update on Treasury Management and Policy Compliance.
|
|
Committee Resolution Moved: Cr Gerard Minehan Seconded: Cr Tim Aitken That, having considered all matters raised in the report, the report be noted. Carried |
Presented by Officer Chamberlain, the report was taken as read.
|
6.5 Audit Findings Monitoring Report |
|
PURPOSE The purpose of this report is to track and update the committee on audit recommendations from recent audits.
|
|
Committee Resolution Moved: Cr Gerard Minehan Seconded: Cr Tim Aitken That, having considered all matters raised in the report, the report be noted. Carried |
Officer Chamberlain presented the report and the report was taken as read.
Conflicts of interest register is to be updated. It was outlined that at each procurement a conflicts of interest disclosure form is filled out by contractors and the register updated.
|
6.6 Risk Status Report |
|
PURPOSE The purpose of this paper is to report to the Risk and Assurance Committee (the Committee) on Council’s risk landscape, risk management work in progress and to continue a discussion with the Committee about risk.
|
|
Committee Resolution Moved: Cr Brent Muggeridge Seconded: Cr Jerry Greer That, having considered all matters raised in the report, the report be noted. Carried |
Presented by Officer Bousfield, the report taken as read.
Potential extended Covid-19 Lockdown at Alert Level 4 risk and risk mitigation was discussed.
There was further discussion and update was provided on supply chain matters for works in progress and future works, in mitigating risk to supply chains if Alert Level 4 Lockdown were to be engaged.
|
6.7 Health & Safety Report |
|
PURPOSE To provide the Risk & Assurance Committee with health, safety and wellbeing information and insight and to update the Committee on key health and safety critical risks and initiatives.
|
|
Committee Resolution Moved: Cr Gerard Minehan Seconded: Cr Brent Muggeridge That, having considered all matters raised in the report, the report be noted. Carried |
Officer Bousfield presented the report, taking the report as read.
Update given on vaccination education and recording within the organisation. Vaccination is voluntary. A Vaccination Policy has been put in place. The purpose of the Policy, is to outline process, management and collection of vaccination information as a matter of private record. Vaccination is not mandatory. Noted that the vaccination policy is related to all vaccination recording to mitigate risk in employee safety while carrying out duties.
An incident was highlighted for amendment in categorisation of incident, and the action referred to Officer Johnstone.
Noted that “overspeed” reporting has been removed from this report, and it is being reported on at an operational level.
|
6.8 Health, Safety and Wellbeing Governance Charter - Review and Amendments |
|
PURPOSE The matter for consideration by the Risk & Assurance Committee is the adoption of minor changes to the Health Safety & Wellbeing Governance Charter following a scheduled review.
|
|
Committee Resolution Moved: Cr Tim Aitken Seconded: Cr Brent Muggeridge That having considered all matters raised in the report: That the Risk and Assurance Committee adopt the recommended changes to the Health Safety & Wellbeing Governance Charter. Carried |
Presented by Officer Bousfield. The report taken as read.
The Chair directed that the Safety & Wellbeing Governance Charter be reviewed and reported back to the Committee on a 2 yearly, rather than 3 yearly basis.
RESOLUTION TO EXCLUDE THE PUBLIC
|
Recommendation 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:
|
The meeting entered closed meeting forum at 10:30am.
The meeting adjourned for refreshment break at 10:32am.
The meeting readjourned at 10:50am in the forum of Closed Council.
12.11pm moved to open Council in the public forum, the meeting livestreamed via Zoom and Facebook.
|
6.9 Draft Annual Report for the Year Ended 30 June 2021 |
|
PURPOSE The matter for consideration by the Council is to receive the Draft Annual Report for the Year Ended 30 June 2021.
|
|
Committee Resolution Moved: Cr Brent Muggeridge Seconded: Cr Tim Aitken That having considered all matters raised in the report: a) That the Risk and Assurance Committee receive the report titled “Draft Annual Report for the Year Ended 30 June 2021”. b) That after receiving the Draft Annual Report, and hearing assurances from Ernst Young, that the Committee endorse the Draft Annual Report, and recommend it to Council for adoption once the audit has been completed. Carried |
7 Time of Closure
The Meeting closed at 12:24pm.
The minutes of this meeting were confirmed at the Risk and Assurance Committee Meeting held on 11th November 2021.
...................................................
CHAIRPERSON
|
23 September 2021 |
7.1 Adoption of Annual Report 2020/2021
File Number: COU1-1400
Author: Brent Chamberlain, Chief Financial Officer
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Annual Report Summary 2020/2021 ⇩
2. Annual Report 2020/2021 ⇩
PURPOSE
The matter for consideration by the Council is to adopt the Annual Report for the Year Ended 30 June 2021.
RECOMMENDATION for consideration
That having considered all matters raised in the report and following the recommendation of the Risk and Assurance Committee:
a) That Council adopt the Annual Report and Annual Report Summary for the year ended 30 June 2021.
EXECUTIVE SUMMARY
On the 16th September the Risk and Assurance Committee met to receive the draft Annual Report and to hear from Ernst Young on any concerns they had during the audit. At the conclusion of this meeting the Risk and Assurance Committee passed the following resolutions:
That having considered all matters raised in the report:
That the Risk and Assurance Committee receive the report entitled “Draft Annual Report for the Year Ended 30 June 2021”.
That after receiving the Draft Annual Report, and hearing assurances from Ernst Young, that they endorse the Draft Annual Report, and recommend it to Council for adoption once the audit has been completed.
Ernst Young have now concluded their audit of the annual report and have issued the report with an unqualified audit report.
BACKGROUND
Each year Council is required to publically report on its activities for the year, and how they have spent the rates and fees collected from residents, and the grants from 3rd Parties such as Central Government.
As part of this report the Ernst Young have been contracted from the Audit NZ to undertake an audit of both the financial and non-financial disclosures contained within the report. In addition, they also check that all the required statutory disclosures have been made.
DISCUSSION
This year’s Annual Report is 120 pages long and covers a Governance Overview, Details of Council Activities and Activity Financials, and the Statutory Financial Statements.
Most of the sections contain similar information to previous Annual Reports, and this report being the final report in the 2018-2028 Long Term Plan Cycle it has a particular focus on the achievements over the past years.
Below are the summary financial statement contained in the annual report:
For the financial year Council had a surplus of $9,411k compared to a deficit of $850k in the previous financial year. Overall income was above budget by $20.1m with total operating expenditure over budget by $10.9m.
This year has been an unusual year with a higher than normal level of external funding. Examples of the unbudgeted funders/projects were:
|
Funder |
Reason |
Nature |
AMount |
|
|
|
|
$000 |
|
PGF |
Roading – Route 52 |
Capital |
6,135 |
|
DIA |
3 Waters Reform |
Operational and Capital |
3,647 |
|
MBIE, Lotteries, ECCT |
Cultural Tourism – Nga Ara Tipuna |
Operational |
2,387 |
|
MBIE |
Economic Recovery |
Operational |
2,696 |
Income from Fees and Charges was above budget by $866k (and $1.4m above last year) due to increased income from the Consents +$791k (reflecting the buoyant economy and the high level of residential construction happening in the region) and in Solid Waste Charges +$289k (reflecting the buoyant economy and the construction industry). However, both these activities had corresponding increases in costs driven by this high level of demand. The Solid Waste activity had to acquire additional carbon credits to match the tonnage of waste going to landfill and pay for external parties to process tyres, concrete, and green waste, and the volume of consents being processed was beyond what Council’s internal staff could process so Council was more reliant on external consultants to process the excess demand. Both these increases are reflected in the higher than budgeted operating expenditure for the year.
Other Revenue for the year was $707k above budget. Waka Kotahi NZ Transport Agency made a $280k one off back payment following a Funding Assistance Rate Adjustment, and Council being vested a $393k road in Otane following a greenfield subdivision there.
Personnel Costs were below budget $134k despite some of the Central Government funding creating new temporary roles to deliver their recovery projects.
Operating Costs +$11.1m against budget – the majority of this $6.9m was in the economic development area and reflects the external funding Council got to construct the Nga Ara Tipuna Project $3.5m and the economic stimulus monies $3.5m used to create jobs in the district (such a vegetation control, Tuki Tuki Trails, Mayors Task Force for Jobs). $0.8m was in the Consenting Team where they had to outsource some consent processing due to the volumes experienced. Land Transport was $0.7m as in caught on works carried forward from 2020 and undertook the Route 52 work, Solid Waste was $0.6m with its higher the budgeted volumes of waste, and 3 Waters were $1.1m as they used the Central Government Stimulus money to undertake additional projects.
This year Council has revalued its roading network and this has resulted in a non-cash revaluation gain of $4.9m.
While Council wasn’t due to revalue its Land and Buildings until 2022, due to the inflated property market in the two years since the last valuation, Council has been requested to undertake an out of sequence land valuation this year. This has resulted in a further non-cash revaluation gain of $9.1m.
After these valuation adjustments, Council is left with a Comprehensive Revenue and Expense Surplus of $23.4m for the year.
|
|
2020 |
2021 |
2021 |
|
|
Council Actual |
Council Budget |
Council Actual |
|
|
$'000 |
$'000 |
$'000 |
|
Total Current Assets |
19,068 |
9,395 |
20,626 |
|
Total Non-Current Assets |
855,391 |
897,550 |
882,219 |
|
Total Assets |
874,459 |
906,945 |
902,845 |
|
Total Current Liabilities |
8,056 |
9,503 |
13,496 |
|
Total Non-Current Liabilities |
23,934 |
21,730 |
23,463 |
|
Total Liabilities |
31,990 |
31,233 |
36,959 |
|
Special & Other Funds |
7,025 |
6,909 |
7,193 |
|
Trust Funds |
182 |
- |
184 |
|
Revaluation Reserve of Assets |
590,804 |
624,408 |
604,604 |
|
Ratepayers' Equity |
244,458 |
244,396 |
253,905 |
|
Total Equity |
842,469 |
875,713 |
865,886 |
|
Total Liabilities and Equity |
874,459 |
906,945 |
902,845 |
The above table sets out a summary of Council’s Statement of Financial Position.
This shows that Councils non-current assets (mainly buildings, roading, and water infrastructure) has grown by $26.8m during the year. This represents a combination of the $14.0m of revaluations, and significant work Council has been undertaking upgrading water assets and route 52 this year ($12.8m).
Interestingly much of this work has been funded by central government (through the PGF and 3 waters reform monies) and no new external debt was drawn during the year (hence the minimal movement in Non -Current Liabilities).
RISK ASSESSMENT and mitigation
Both the Risk and Assurance Committee and Ernst Young have reviewed the Annual Report and are happy for it to be adopted.
FOUR WELLBEINGS
The annual report is the mechanism that Council reports back to its community on its activities for the year, and shows how it has done against its Levels of Service that it budgeted to deliver in its Long Term Plan, and where its money has been spent.
Amongst these Level of Service metrics are both economic, environment, and social measures.
Delegations or authority
This is the Annual Report of the Central Hawke’s Bay District Council so needs to be adopted by the Council for public publication.
sIGNIFICANCE AND ENGAGEMENT
In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as of some importance.
OPTIONS Analysis
Council has two options available to it:
1. That after receiving the Annual Report, and receiving the recommendation from the Risk and Assurance Committee, Council can adopt the Annual Report for the year ended 30 June 2021.
2. That after receiving the Annual Report, and receiving the recommendation from the Risk and Assurance Committee, Council can choose not to adopt the Annual Report for the year ended 30 June 2021 and request further work on it be undertaken.
Recommended Option
This report recommends option one, adopt the Annual Report for the year ended 30 June 2021 for addressing the matter.
NEXT STEPS
Once the annual report is adopted, officers will publish the report on Council’s website for public consumption.
|
RECOMMENDATION That having considered all matters raised in the report and following the recommendation of the Risk and Assurance Committee: a) That Council adopt the Annual Report and Annual Report Summary for the year ended 30 June 2021. |
|
23 September 2021 |
7.2 Three Waters Reform - Update to Council and Endorsement of Feedback to Government
File Number: COU1-1400
Author: Monique Davidson, Chief Executive
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Three Waters Reform Update to Council on Reform Proposal ⇩
2. Copies of Relevant Attachments ⇩
3. Draft Feedback Letter to Government ⇩
Please note that the substantive reports for this item can be found attached:
|
RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report: a. That Council notes the Government’s 30 June and 15 July 2021 Three Waters Reform announcements. b. That Council notes officers’ advice on the accuracy of the information provided to Council in June and July 2021 as a result of the RFI and WICS modelling processes. c. That Council notes officers’ analysis of the impacts of the Government’s proposed three water service delivery model on the Central Hawke‘s Bay community and its wellbeing, including the impacts on the delivery of water services and water related outcomes, capability and capacity, on Central Hawke‘s Bay District Council’s sustainability (including rating impact, debt impact, and efficiency) and notes that based on this analysis, an alternate model to the Government proposal is preferred with the preference being for the development of a Hawke’s Bay Regional entity to deliver 3 waters services. d. That Council notes the analysis of three waters service delivery options available to Council at this time provided in this report. e. That Council notes that a decision to support the Government’s preferred three waters service delivery option is not lawful (would be ultra vires) at present due to section 130 of the Local Government Act 2002 (LGA), which prohibits Council from divesting its ownership or interest in a water service except to another local government organisation, and what we currently know (and don’t know) about the Government’s preferred option. f. That Council notes that it cannot make a formal decision on a regional option for three waters service delivery without doing a Long Term Plan (LTP) amendment and ensuring it meets section 130 of the LGA. g. That Council notes that the Government intends to make further decisions about the three waters service delivery model after 30 September 2021. h. That Council notes that it would be desirable to gain an understanding of the community’s views once Council has further information from the Government on the next steps in the reform process. i. That Council requests the CEO to seek guidance on and/or give feedback to the Government (via a formal letter) on: · the following areas of the Government’s proposal that Council needs more information on: 1. Commercial arrangements between Entity C and existing suppliers, stakeholders or partners 2. The decision-making process for this reform programme and the current proposal/s 3. Service delivery and response challenges for the new entity and how it will meet customer needs 4. Financial implications of the proposals and modelling 5. Governance and ownership considerations 6. Pricing and charging mechanisms 7. Prioritisation of work (maintenance and capital works) under the new entity 8. Challenges and opportunities during any transition/change process 9. Support from Government for the proposed and preferred Hawke’s Bay model
· the following changes to the Government’s proposal/process: 1. The establishment of a Hawke‘s Bay Regional model for the delivery of 3 waters services 2. That Central Hawke‘s Bay is guaranteed representation in any proposed governance structure of a newly established entity 3. That the reform process be clarified, and that community are formally and meaningfully engaged to provide feedback
j. That Council notes that the CEO will report back further once they have received further information and guidance from Government, LGNZ and Taituarā on what the next steps look like and how these should be managed.
k. That Council in noting the above, agrees it has given consideration to sections 76, 77, 78, and 79 of the Local Government Act 2002 and in its judgment considers it has complied with the decision-making process that those sections require (including, but not limited to, having sufficient information and analysis that is proportionate to the decisions being made).
|
|
23 September 2021 |
7.3 Resolution Monitoring Report
File Number: COU1-1400
Author: Monique Davidson, Chief Executive
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Resolution Monitoring Report ⇩
PURPOSE
The purpose of this report is to present to Council the Resolution Monitoring Report. This report seeks to ensure Council has visibility over work that is progressing, following resolutions from Council.
|
Recommendation That, having considered all matters raised in the report, the report be noted. |
significance and engagement
This report is provided for information purposes only and has been assessed as not significant.
DISCUSSION
The monitoring report is attached.
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
Next Steps
An updated Resolution Monitoring Report will be presented to the next Council meeting 17 November 2021.
|
23 September 2021 |
7.4 District Licensing Annual Report 2020/2021
File Number: COU1-1400
Author: Lisa Harrison, Customer Relationships and Experience Manager
Authoriser: Doug Tate, Group Manager Customer and Community Partnerships
Attachments: 1. District Licensing Annual Report 2020/2021 ⇩
That, having considered all matters raised in the report, the report be noted.
PURPOSE
The purpose of this report is that Council is required to report annually on the proceedings and operations of the District Licensing Committee under section 199 of the Sale and Supply of Alcohol Act 2012.
significance and engagement
This report is provided for information purposes only and has been assessed as being of some importance.
DISCUSSION
The Sale and Supply of Alcohol Act 2012 (“The Act”) requires all District Licensing Authorities to report annually on their proceedings and operations. This report includes statistics around On/Off licences and manager’s certificates.
This report is provided to you for your information. The report is also sent to the Alcohol Regulatory and Licensing Authority (ARLA).
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
Next Steps
This report will be noted as being publicly available as required under Section 199 of the Sale and Supply of Alcohol Act 2012.
|
RECOMMENDATION That, having considered all matters raised in the report, the report be noted. |
|
23 September 2021 |
7.5 Annual Dog Control Policy and Practices Report 2020/2021
File Number: COU1-1400
Author: Lisa Harrison, Customer Relationships and Experience Manager
Authoriser: Doug Tate, Group Manager Customer and Community Partnerships
Attachments: 1. Dog Control Policy and Practices Report 2020/2021 ⇩
That, having considered all matters raised in the report, the report be noted.
PURPOSE
The purpose of bringing this report to Council is to formally report on the effectiveness of the Central Hawke’s Bay District Council’s dog policy and control practices. This report is required under the Dog Control Act 1996.
The report includes statistics for registrations and complaint investigation, as well as key achievements for the reporting period.
significance and engagement
This report is provided for information purposes only and has been assessed as being of some importance.
DISCUSSION
The Dog Control Act 1996 (“The Act”) requires all territorial authorities to report annually on their dog control policy and procedures. The legislation sets out specific statistics that are required to be reported on, including the number of registered dogs, dogs classified as menacing or dangerous, and the number of complaints in the year.
This report is provided to you for your information. The report is also sent to the Department of Internal Affairs and will be published on our website. It is important that the public are able to access this information, via our website so that they can see the work Council is doing to support dog control and public safety.
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council or would transfer the ownership or control of a strategic asset to or from the Council.
Next Steps
This report will be provided to the Department of Internal Affairs and placed on our website for the public to view.
|
RECOMMENDATION That, having considered all matters raised in the report, the report be noted. |
|
23 September 2021 |
7.6 Resident's Opinion Survey Results 2021
File Number: COU-1400
Author: Lisa Harrison, Customer Relationships and Experience Manager
Authoriser: Doug Tate, Group Manager Customer and Community Partnerships
Attachments: 1. Central Hawke's Bay District Council Resident Opinion Survey Report 2021 ⇩
That, having considered all matters raised in the report, the report be noted.
PURPOSE
The purpose of this report is to provide elected members with the overall highlights received from the 2021 Resident’s Opinion Survey.
significance and engagement
This report is provided for information purposes only and has been assessed as minor significance.
BACKGROUND
In 2017 Council commissioned a comprehensive resident consultation programme, to help us better understand resident perspectives and aspirations. This consultation, known as Project Thrive, had a significant influence on Council’s 2018 – 2028 Long Term Plan (LTP).
The development of the 2018-2028 LTP saw a number of new activity performance measures being established, with resident’s satisfaction being a key performance measure, measured through an annual independent resident’s survey.
In 2019 and 2020 we re-engaged Research First to complete our second and third Resident’s Opinion Surveys so that we could track our performance based on the 2018 survey results. The method that Research First used to complete their surveys was a mixed method of online and phone surveys.
This year we engaged a new service provider, AskYouTeam, based on feedback and a reflection of how we were undertaking the survey. This has meant this year; we have been able to broaden our engagement by offering a different mixed method compared to previous years.
The 2021 survey was conducted using a mixed method approach being an online survey and also offering residents the opportunity to complete the survey via hard copy. The online survey provided an option for those with a preference to participate online and for those that preferred a hard copy survey to complete this was available as an insert into the CHB mail or was available at all of our service centres.
The 2021 survey was undertaken between 20 May – 29 June 2021. Council was pleased to see an increase in participation from our community, with a total of 472 completed surveys, compared to 315 completed surveys in 2020.
discussion
The purpose of this survey is to formally record Council's performance in relation to our Level of Service Performance Measures for activities as defined in the Long Term Plan 2018 – 2028 and to gain various other information relating to activities of the organisation.
A total of 472 residents completed this year’s Resident’s Opinion Survey, compared with 315 in 2020 and 420 in 2019.
The key highlights from the 2021 Resident’s Opinion Survey are:
|
· |
· 2018 |
· 2019 |
· 2020 |
· 2021 |
|
· Proportion satisfied with overall performance of the Council in the past 12 months |
· 84% |
· 83% |
· 86% |
· 79% |
|
· The Council has responded to community needs and issues in the past 12 months |
· 49% |
· 55% |
· 66% |
· 82% |
|
· How well has the Council communicated about Council services |
· 56% |
· 64% |
· 71% |
· 84% |
|
· You trust Council to do the right thing for the district and its communities |
· 55% |
· 59% |
· 64% |
· 66% |
|
· You’re confident that Central Hawke’s Bay District Council is going in the right direction |
· 58% |
· 63% |
· 68% |
· 66% |
While there is movement across the criteria overall, including some results reducing, the results show an overall clear trend of improvement over the last 4 years. Overall data is accurate to +/- 2.5-5.0% margin. A copy of the complete 2021 Resident’s Opinion Survey Results is attached.
As part of the 2021 -2031 Long Term Plan review, Council has had the opportunity to review and assess how its measures its performance in relation to its Long Term Performance Measures. To this end, many of the performance measures from the 2018-2021 Long Term Plan have also been replaced, however customer satisfaction measured through this survey has remained in many activities.
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
Next Steps
Based on the results from the 2021 Resident’s Opinion Survey, some feedback has already been dealt with immediately as request for service, while others will feed into asset management plans, group plans and overall customer experience improvement plans.
|
RECOMMENDATION That, having considered all matters raised in the report, the report be noted. |
|
23 September 2021 |
7.7 Hawke's Bay Local Authority Shared Services - Council Controlled Organisation Exemption
File Number: COU-1400
Author: Brent Chamberlain, Chief Financial Officer
Authoriser: Monique Davidson, Chief Executive
PURPOSE
To obtain a decision from the Council to continue to exempt the Hawke’s Bay Local Authority Shared Services Limited (HBLASS) from the requirements imposed on Council Controlled Organisations (CCOs) under the Local Government Act 2002 (LGA).
RECOMMENDATION for consideration
That having considered all matters raised in the report:
a) the report titled ‘Hawke’s Bay Local Authority Shared Services – Council Controlled Organisation Exemption’ be received.
b) the exemption of Hawke’s Bay Local Authority Shared Services (HBLASS) from the Council Controlled Organisation requirements (Local Government Act Section 7(3)) is approved.
c) that all five Hawke’s Bay Councils are required to resolve that the HBLASS Limited be exempted from being a CCO be noted.
d) Council will actively support shared and common goal setting, decision-making, resourcing including financial contribution, staff and communication.
EXECUTIVE SUMMARY
The purpose of this report is to obtain a decision from the Council to exempt the Hawke’s Bay Local Authority Shared Services (HBLASS) from the requirements imposed on Council Controlled Organisations (CCO) under the Local Government Act 2002 (LGA).
The exemption will allow a reduced reporting requirement for the Trust under the LGA.
This report concludes by recommending that the HBLASS be exempt from being a CCO under the LGA.
BACKGROUND
It is proposed that the Council continues to exempt HBLASS from the requirements imposed on Council Controlled Organisations (CCOs) under the Local Government Act 2002 (LGA). The continuation of this exemption must be approved by all five councils. Section 7(6)(a) of the LGA also stipulates that a Council must review any exemptions granted under section 7 within 3 years after it was first granted. The LGA allows a local authority to exempt organisations from being CCOs. The following are the relevant sections of the LGA:
DISCUSSION
Historically HBLASS was a CCO set up by all five Hawkes Bay Councils to delivered joint shared services. Currently this CCO is in recess and isn’t trading, but is still legally in existence.
This isn’t to say that the 5 councils aren’t undertaking joint shared services/procurement. For example Napier City Council is providing website hosing for all five Councils, all five Council buy their insurances, electricity, and internal audits together.
If the CCO exemption isn’t granted then the CCO will be subject to full reporting requirements, including an audit by the auditor general, annual budgets, annual reports, and statements of intent be prepared.
All five Hawke’s Bay Councils are being requested to resolve that the HBLASS Limited be exempted from being a CCO, and such an exemption requires consent from all five Councils.
RISK ASSESSMENT and mitigation
The requirements of being a CCO will still need to be met if the Councils wish to continue with the Company in its current format, including the preparation of a Statement of Intent. This work has currently been put on hold.
The HBLASS Limited legal entity can be reactivated in the future if business models, organisational, contract or procurement changes require a separate legal entity.
This recommendation relates to operationally efficiency given the size and breath of the organisation, but should this level of activity change in the future this exemption can be revoked at any time.
The other Hawkes Bay Councils involved in the Company are making similar resolutions.
FOUR WELLBEINGS
This decision has no impact on Cultural, Social, or Environmental Wellbeings, but does have the impact of reducing the economic burden on a dominant company.
Delegations or authority
This decision is required to be made by the Local Authority under the Local Government Act 2002.
sIGNIFICANCE AND ENGAGEMENT
In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as not significant and no consultation is required.
OPTIONS Analysis
Council has two options:
Option 1 – continue to exempt the Hawke’s Bay Local Authority Shared Services Limited (HBLASS) from the requirements imposed on Council Controlled Organisations (CCOs) under the Local Government Act 2002 (LGA).
All five Hawke’s Bay Councils are required to resolve that the HBLASS Limited be exempted from being a CCO.
Option 2 - Not approve the recommendation and reactivate HBLASS Limited requiring the HBLASS Limited to report as required under the LGA.
The level of reporting required of a CCO under the LGA is disproportionate to the size, type and breadth of the operations.
Recommended Option
This report recommends option number one, continue to exempt the Hawke’s Bay Local Authority Shared Services Limited (HBLASS) from the requirements imposed on Council Controlled Organisations (CCOs) under the Local Government Act 2002 (LGA) for addressing the matter.
NEXT STEPS
Council Officers will adjust the reporting requirements for Hawke’s Bay Local Authority Shared Services Limited (HBLASS) based on today’s decision.
This decision needs reviewing in 3 years’ time, or earlier if desired.
|
RECOMMENDATION That having considered all matters raised in the report: a) the report titled ‘Hawke’s Bay Local Authority Shared Services – Council Controlled Organisation Exemption’ be received. b) the exemption of Hawke’s Bay Local Authority Shared Services (HBLASS) from the Council Controlled Organisation requirements (Local Government Act Section 7(3)) is approved. c) that all five Hawke’s Bay Councils are required to resolve that the HBLASS Limited be exempted from being a CCO be noted. d) Council will actively support shared and common goal setting, decision-making, resourcing including financial contribution, staff and communication. |
|
23 September 2021 |
8 Mayor and Councillor Reports
Mayor's Report for September 2021
File Number: COU1-1400
Author: Alex Walker, Mayor
Authoriser: Monique Davidson, Chief Executive
Attachments: Nil
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.
|
Recommendation That the Mayor’s report for September 2021 be received. |
|
23 September 2021 |
Strategy and Wellbeing Committee Chair Report
File Number: COU1-1400
Author: Caitlyn Dine, Governance & Support Officer
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Committee Chair Report ⇩
purpose
The purpose of this report is to present the Strategy and Wellbeing Committee Chair Report.
|
Recommendation That the Strategy and Wellbeing Committee Chair Report for September 2021 be received. |
|
23 September 2021 |
Finance and Infrastructure Committee Chair's Report
File Number: COU1-1400
Author: Caitlyn Dine, Governance & Support Officer
Authoriser: Monique Davidson, Chief Executive
Attachments: Nil
Purpose
The purpose of this report is to present the Finance and Infrastructure Committee Chair Report.
This report will be presented to Council on the day.
|
Recommendation That the Finance and Infrastructure Committee Chair Report be noted. |
|
23 September 2021 |
File Number: COU1-1400
Author: Caitlyn Dine, Governance & Support Officer
Authoriser: Monique Davidson, Chief Executive
Attachments: Nil
Purpose
The purpose of this report is to present the Ruataniwha Ward Report.
This report will be presented to Council on the day.
|
Recommendation That the Ruataniwha Ward Report for September 2021 be received. |
|
23 September 2021 |
File Number: COU1-1400
Author: Caitlyn Dine, Governance & Support Officer
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. Aramoana/Ruahine Ward Report ⇩
Purpose
The purpose of this report is to present the Aramoana/Ruahine Ward Report.
|
Recommendation That the Aramoana/Ruahine Ward Report for September 2021 be received. |
|
23 September 2021 |
9.1 Bi Monthly Organisation Performance Report August - September 2021
File Number: COU1-1400
Author: Monique Davidson, Chief Executive
Authoriser: Monique Davidson, Chief Executive
Attachments: 1. August - September Organisation Performance Report ⇩
PURPOSE
The purpose of this report is to present to Council the organisation report for August - September 2021.
|
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
This reports seeks to update Council on a number of key projects and priorities for Central Hawke’s Bay District Council.
Financial and Resourcing Implications
This report does not present any financial or resourcing implications.
Implications ASSESSMENT
This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
· Council staff have delegated authority for any decisions made;
· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;
· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;
· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;
· Any decisions made are consistent with the Council's plans and policies; and
· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
Next Steps
The next six weekly organisation report will be presented to Council on 17th November 2021.
|
Recommendation That, having considered all matters raised in the report, the report be noted. |
|
Council Meeting Agenda |
23 September 2021 |
10 Public Excluded Business
RESOLUTION TO EXCLUDE THE PUBLIC
11 Date of Next Meeting
|
Recommendation THAT the next meeting of the Central Hawke's Bay District Council be held on 17 November 2021. |
12 Time of Closure
