Minutes of Council Meeting - Thursday, 26 January 2023

Council Meeting Minutes

26 January 2023

MINUTES OF Central Hawkes Bay District Council
Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 26 January 2023 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

IN ATTENDANCE: Doug Tate (Chief Executive)

Brent Chamberlain (Chief Financial Officer)

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Ben Swinburne (Project Development & Engineering Manager)

Georgia Stone (Project Manager Community Infrastructure and Development)

Alison Bell (Strategic Communications Advisor - People & Business

Enablement)

Annelie Roets (Governance Lead)

1 WELCOME/ Karakia

Her Worship, the Mayor Alex Walker welcomed everyone to the first Council meeting for 2023.

Councillor Kate Taylor acknowledged a thought from the CHB District to the Cruickshank family from Takapau who lost two family members during an incident last week. Thoughts and prayers to their family and friends.

Councillor Kate Taylor led the group in offering a karakia.

2 Apologies

There were no apologies received.

3 Declarations of Conflicts of Interest

There were no Conflict of Interests declared.

4 Standing Orders

resolved

Moved: Cr Pip Burne

Seconded: Deputy Mayor Kelly Annand

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

5 Confirmation of Minutes

resolved

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Exham Wichman

That the minutes of the Ordinary Council Meeting held on 8 December 2022 as circulated, be confirmed as true and correct.

CARRIED

· Correction to be made on 8 December 2022 Council Minutes: Point 1, Karakia. “Her Workship, The Mayor ….”.

6 Reports from Committees

Nil

7 Report Section

7.1 Resolution Monitoring Report

resolved

Moved: Mayor Alex Walker

Seconded: Cr Gerard Minehan

1. That the report be noted.

2. That outstanding resolutions be reviewed and consolidated into the 2023 work programmes following adoption of governance priorities

CARRIED

· The report was taken as read.

7.2 Council Priorities for the 2022 - 2025 Triennium

PURPOSE

The purpose of this report is for Council to note the priorities for Central Hawke’s Bay District Council, developed by elected members following the commencement of the 2022 – 2025 Triennium.

resolved

Moved: Cr Tim Aitken

Seconded: Cr Exham Wichman

1. That the Council Priorities for the 2022 – 2025 Triennium be adopted.

2. That the Chief Executive work with Portfolio Leads to develop a work programme for the delivery of Councils priorities for the Triennium.

3. That the Chief Executive report back to the February council meeting with an update and progress.

CARRIED

Mr Doug Tate introduced the report.

· The report reflects the last 3 months of the councillors induction programme and what the key drives, focus and priorities for the triennium ahead would look like.

· Four big moves were proposed over this triennium unlocking the vision of a Thriving Central Hawke’s Bay.

· Next steps would be to develop a work programme on each of the focus areas.

· Council to review priorities in 12 months and adjust if required.

· Additional commentary heard on each topic/priority.

# 1 – People Housed

· Councillor Wichman assigned as Portfolio holder.

# 2 – Secure Water

· Continue to advocate on the importance of water security for a thriving future.

· Encompassing more of “Te Mana o te Wai”.

# 3 – Town Activation

· Councillor Annand assigned as Portfolio holder.

· Question raised on earthquake buildings in the Main street – will this form part of this programme?

· Waka Kotahi funding for footpaths in Ōtāne and Pōrangahau.

· Linkage to wider strategies.

# 4 – Delivery

· This could potentially be a Governance focus and how to delegate to the Chief Executive.

· Focus on small things – “question raised in how Council will evaluate on how they achieve on their results.

· Monitoring through LTP, CouncilMARKS, and operational service delivery and/or independent review.

· More collaboration within the region.

Focus Areas

Focus area # 2 – Roading and Transport

· Refocussing our efforts on operational delivery and outcomes – links back on delivering outcomes.

Focus area # 3 – Climate Change Thinking

· What are the economic costs on the ratepayer on Climate Change?

· Ensuring that, through the Economic Development Strategy, Economic costs are included and forms part of the analysis.

7.3 Endorsement of Resource Management Act Reform Submission

PURPOSE

The matter for consideration by the Council is to approve the submission to the Environment Select Committee on the Resource Management Act Reforms, namely on the proposed Natural and Built Environment Bill and the Spatial Planning Bill.

resolved

Moved: Cr Gerard Minehan

Seconded: Deputy Mayor Kelly Annand

1. That Council approves the submission on the Natural and Built Environment Bill and Spatial Planning Bill and submits it to the Environment Committee by the due date of
5 February 2023, with delegation being provided to the Chief Executive to make amendments to the submission in consultation with the Mayor.

CARRIED

Dylan Muggeridge introduced the report which was taken as read, but highlighted a key points raised in the submission.

7.4 Annual Plan - Endorsement of options and budget

PURPOSE

The purpose of this report is to formally present to Councillors an update on the Annual Plan 2023/24 process, progress since the Councils December 2022 meeting, and the way forward to progress the Annual Plan overall.

RESOLVED

Moved: Cr Brent Muggeridge

Seconded: Cr Tim Aitken

1. That the Draft Annual Plan 2023/24 be prepared on the basis of this report (including any decisions made at this meeting).

2. That a full draft Annual Plan 2023/24 budget and consultation document be prepared and presented to the 23 March 2023 Council meeting for adoption, prior to formal public consultation commencing in accordance with Section 82 of the Local Government Act 2002.

CARRIED

The Chief Executive, Doug Tate introduced the report noting the various levers council looked at to decrease the proposed rates increase from 15.2%p.a to 8.9%p.a by rephasing the Three Waters Capital program; deferring kerbside refuse collection rollout; reducing Trade Waste Revenue and Roading.

Brent Chamberlain gave a high level overview on the budget and next steps being proposed.

· It was proposed that the Asset Replacement/Capital Program be removed as a consultation decision-making item.

7.5 Establishment of a Register of Pecuniary Interests and Appointment of a Registrar

PURPOSE

The matter for consideration by the Council is to note the change and new requirements in the Local Government Act 2022 as the result of the Local Government (Pecuniary Interest Register) Amendment Act 2002 (2022 No 24) (attached) which came into effect on 20 November 2022 and provides the means for councillors to fulfil their obligations in accordance with those changes, being Subpart 3 – Register of members’ pecuniary interest.

This paper also seeks the approval for an appointment of the Governance Lead as the registrar.

RESOLVED

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Pip Burne

Against: Aitken

That Council:

1. Notes the new requirements for member’s pecuniary interests and associated timeframes.

2. Approves the appointment of the Governance Lead as the Registrar.

CARRIED

Doug Tate introduced the report.

· Concerns raised on expected use of the information and councillors privacy.

· Noting this document reflects a much higher level of transparency

· A summary of the information will be made and uploaded to council’s website

· Will sought guidance and advice on the information declared on the pecuniary interest form.

· Update Schedule of Council appointments to reflect this new change.

7.6 Elected Members Expenses for May 2022 to October 2022

PURPOSE

The purpose of this report is to update the Committee on the Elected Members’ Expenses for the four months covering May 2022 to 8 October 2022 (the end of the 2019 – 2022 Triennium).

RESOLVED

Moved: Cr Pip Burne

Seconded: Cr Exham Wichman

That the Elected Members Expenses for May 2022 to October 2022 report be noted.

CARRIED

The item has been taken as read.

7.7 Documents Executed under Common Seal

RESOLVED

Moved: Cr Gerard Minehan

Seconded: Cr Jerry Greer

That the report be noted.

CARRIED

The item was taken as read.

7.8 Key Project Status Report - Big Water/Big WasteWater Story

PURPOSE

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.

resolved

Moved: Cr Pip Burne

Seconded: Cr Kate Taylor

That the report be noted.

CARRIED

Josh Lloyd, Ben Swinburne, Georgia Stone introduced the report.

· Reported on the progress of each of the projects and their expected delivery against time, scope and budget.

· Tukituki Swing bridge – design in final stages with building to commence in March 2023.

8 Chief Executive Report

8.1 Bi Monthly Organisation Performance Report October - December 2022

PURPOSE

The purpose of this report is to present to Council the organisation report for September - December 2022.

RESOLVED

Moved: Cr Brent Muggeridge

Seconded: Cr Pip Burne

That the Bi-monthly Organisation Performance Report September - December 2022 report be noted.

CARRIED

Doug Tate introduced the report, which was taken as read.

9 Public Excluded Business

RESOLUTION TO EXCLUDE THE PUBLIC

RESOLVED

Moved: Cr Kate Taylor

Seconded: Cr Gerard Minehan

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
9.1 - Public Excluded Resolution Monitoring Report	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
9.2 - Procurement Plan - Pōrangahau and Takapau Wastewater Irrigation Systems	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
9.3 - Appointment of Council Representative to Civic and Community Awards Committee and the Medical Research Foundation 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

CARRIED

RESOLVED

Moved: Cr Jerry Greer

Seconded: Cr Exham Wichman

The meeting went into public excluded session at 10.47am and out of public excluded session at 11.13am.

CARRIED

10 Date of Next Meeting

RESOLVED

Moved: Cr Tim Aitken

Seconded: Cr Kate Taylor

That the next meeting of the Central Hawke's Bay District Council be held on 23 February 2023.

CARRIED

11 Time of Closure

The Meeting closed at 10.14am.

The minutes of this meeting will be confirmed on 23 February 2023.

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CHAIRPERSON