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Council Meeting Agenda

Wednesday, 6 April 2022

9:00am

Council Chamber, 28-32 Ruataniwha Street, Waipawa

 


Council Meeting Agenda

6 April 2022

 

Order Of Business

1          Karakia. 5

2          Apologies. 5

3          Declarations of Conflicts of Interest 5

4          Standing Orders. 5

5          Confirmation of Minutes. 5

6          Reports from Committees. 15

6.1            Minutes of the Strategy and Wellbeing Committee Meeting held on 10 March 2022. 15

6.2            Minutes of the Finance and Infrastructure Committee Meeting held on 24 February 2022  20

6.3            Minutes of the Risk and Assurance Committee Meeting held on 23 March 2022. 30

7          Report Section. 38

7.1            Hawkes Bay Regional Transport Committee Minutes. 38

7.2            Resolution Monitoring Report 56

7.3            Fees and Charges 2022/2023. 64

7.4            Adoption of the Annual Plan 2022/23. 121

7.5            Clifton to Tangoio Coastal Hazards Strategy 2120: Memorandum of Transition. 188

7.6            Elected Members Remuneration - Childcare Allowance Option. 214

8          Mayor and Councillor Reports. 226

Mayor's Report 226

Strategy and Wellbeing Committee Chair Report 227

Aramoana/Ruahine Ward Report 228

Ruataniwha Ward Report 229

Finance and Infrastructure Committee Chair's Report 230

9          Chief Executive Report 231

9.1            Bi Monthly Organisation Performance Report February - March 2022. 231

10       Public Excluded Business. 278

10.1          Resolution Monitoring Report - Public Excluded. 278

10.2          District Plan Panel Chair - Commissioner Schofield Update. 278

10.3          District Plan Key Project Status Report 278

10.4          Appointment of Council Representatives to the Central Hawke's Bay District Community Trust 279

10.5          Procurement Plan - Porangahau and Racecourse Road Renewals. 279

10.6          Procurement Plan - Pipeline and Civils Contractor Panel 279

10.7          Disposal of Surplus Land - Ongaonga Road Holding Paddock. 279

11       Date of Next Meeting. 280

12       Time of Closure. 280

 

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 - 10 February 2022

 

Recommendation

That the minutes of the Ordinary Council Meeting held on 10 February 2022 as circulated, be confirmed as true and correct.

 

 


Council Meeting Agenda

6 April 2022

 

   MINUTES OF Central Hawkes Bay District Council
Council Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 10 February 2022 AT 9am

 

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

ATTENDANCE:     

                                 Monique Davidson (Chief Executive)

Brent Chamberlain (Chief Financial Officer)

Nicola Bousfield (Group Manager, People and Business Enablement)

Doug Tate (Group Manager, Customer and Community Partnerships)

Darren De Klerk (Director Projects and Programmes)

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Bridget Gibson (Governance and Support Lead)

Dylan Muggeridge (Strategic Planning and Development Manager)

Helen O’Shaugnessy (District Plan Manager)

 

1            Prayer

Cr Wichman led Karakia

2            Apologies

Apology

Resolved:  22.1

Moved:       Mayor Alex Walker

Seconded:  Deputy Mayor Kelly Annand

That the apologies for absence from Dr Roger Maaka be accepted.

Carried

 

 

3            Declarations of Conflicts of Interest

Nil

 

 

4            Standing Orders

Resolved:  22.2

Moved:       Cr Pip Burne

Seconded:  Cr Jerry Greer

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:  22.3

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Exham Wichman

That the minutes of the Ordinary Council Meeting held on 17 November 2021 and the Extraordinary Council Meeting held on 9 December 2021 as circulated, be confirmed as true and correct.

Carried

 

 

6            Reports from Committees

Nil

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:  22.4

Moved:       Cr Gerard Minehan

Seconded:  Cr Pip Burne

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

 Carried

Mrs Davidson presented the report.

 

7.2         Proposed amendment to the District Plan Hearings Panel Terms of Reference

PURPOSE

The matter for consideration by the Council is to seek Council approval for amendments to the Terms of Reference for the District Plan Hearings Panel and to note the content of this report.

Resolved:  22.5

Moved:       Cr Exham Wichman

Seconded:  Cr Gerard Minehan

That having considered all matters raised in the report:

a)         That Council approve and adopt the amended District Plan Hearings Panel Terms of Reference.

Carried

Mr Tate presented the report.

7.3         Quarterly Non-Financial Performance Report Oct ­- Dec 2021

PURPOSE

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

 

Resolved:  22.6

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Pip Burne

That having considered all matters raised in the report:

That the Quarterly Non-Financial Performance Report 1 October – 31 December 2021 be received.

Carried

 Mrs Davidson presented the report.

 

That last year’s measures are included in the reporting to measure progress against.

8            Mayor and Councillor Reports

8.1         Mayor's Report for December 2021 - January 2022

EXECUTIVE SUMMARY

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

 

Resolved:  22.7

Moved:       Cr Kate Taylor

Seconded:  Cr Exham Wichman

That the Mayor’s report for December 2021 – January 2022 be received.

CARRIED

 

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:  22.8

Moved:       Mayor Alex Walker

Seconded:  Cr Gerard Minehan

That the Strategy and Wellbeing Committee Chair Report for December 2021 – January 2022 be received.

Carried

 

8.3         Aramoana/Ruahine Ward Report

Purpose

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

Resolved:  22.9

Moved:       Cr Tim Aitken

Seconded:  Cr Jerry Greer

That the Aramoana/Ruahine Ward Report for December 2021 – January 2022 be received.

Carried

 

8.4         Ruataniwha Ward Report

Purpose

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

Resolved:  22.10

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Pip Burne

That the Ruataniwha Ward Report for December 2021 – January 2022 be received.

Carried

 

9            Chief Executive Report

9.1         Bi Monthly Organisation Performance Report Dec 2021 - Jan 2022

PURPOSE

The purpose of this report is to present to Council the organisation report for August - September 2021.  

 

Resolved:  22.11

Moved:       Cr Brent Muggeridge

Seconded:  Cr Pip Burne

That having considered all matters raised in the Bi-monthly Organisation Performance Report December – January 2022 the report be noted.

Carried

 

Mrs Davidson presented the report.

Note that progress on the 3 Waters Reform will be reported to Council via the Bi-monthly Organisation report as a separate section. Communities for Local Democracy to be included in the report.

10          Public Excluded Business

 

RESOLUTION TO EXCLUDE THE PUBLIC

Motion  

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Tim Aitken

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

10.1 - Resolution Monitoring Report - Public Excluded

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

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

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

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

10.2 - District Plan Key Project Status Report - January 2022

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

s7(2)(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

 - Chief Executive Recruitment and Appointment Process

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

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

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

 

11          Date of Next Meeting

Recommendation

THAT the next meeting of the Central Hawke's Bay District Council be held on 6 April 2022.

 

 

12          Time of Closure

 

The Meeting closed at 10.11am.

 

The minutes of this meeting were confirmed at the Council Meeting held on 6 April 2022.

 

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

CHAIRPERSON


Council Meeting Agenda

6 April 2022

 

 

6            Reports from Committees

6.1         Minutes of the Strategy and Wellbeing Committee Meeting held on 10 March 2022

File Number:           COU1-1400

Author:                    Monique Davidson, Chief Executive

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       Minutes of the Strategy and Wellbeing Committee Meeting held on 10 March 2022   

 

Recommendation

1.       That the minutes of the meeting of the Strategy and Wellbeing Committee held on 10 March 2022 be received.

 

 


Strategy and Wellbeing Committee Meeting Minutes

10 March 2022

 

   MINUTES OF Central Hawkes Bay District Council
Strategy and Wellbeing Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 10 March 2022 AT 9:00am

 

PRESENT:              Deputy Mayor (Chair) Kelly Annand

Cr Kate Taylor

Cr Gerard Minehan

Cr Pip Burne

Mayor Alex Walker (Via zoom)

Cr Tim Aitken (Via zoom)

Cr Brent Muggeridge (Via zoom)

Cr Jerry Greer (Via zoom)

 

IN ATTENDANCE: Monique Davidson (Chief Executive Officer)

                                 Brent Chamberlain (Chief Financial Officer)

                                 Doug Tate (Group Manager, Customer and Community Partnership)

                                 Josh Lloyd (Group Manager, Community Infrastructure and Development)

                                 Caitlyn Dine (Governance and Support Officer)

                                 Dylan Muggeridge (Strategic Planning and Development Manager)

                                 Karina Campbell (Community Wellbeing Manager)       

 

1            KARAKIA

Councillor Taylor lead the karakia.

2            Apologies

Committee Resolution  

Moved:       Deputy Mayor (Chair) Kelly Annand

Seconded:  Cr Gerard Minehan

That the apologies of Councillor Wichman and Dr Maaka be noted.

Carried

3            Declarations of Conflicts of Interest

Nil

4            Standing Orders

Committee Resolution  

Moved:       Cr Pip Burne

Seconded:  Cr Kate Taylor

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

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Jerry Greer

That the minutes of the Strategy and Wellbeing Committee Meeting held on 21 October 2021 as circulated, be confirmed as true and correct.

Carried

 

6            Report Section

6.1         Strategy and Wellbeing 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 Kate Taylor

Seconded:  Cr Pip Burne

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

Carried

Mrs Davidson presented this report.

 

 

 

6.2         Strategy and Wellbeing Committee Priority Report

PURPOSE

The purpose of this report is for the Strategy and Wellbeing Committee to receive a report on the progress of key committee priorities.

 

Committee Resolution  

Moved:       Cr Pip Burne

Seconded:  Cr Kate Taylor

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

 Carried

Mrs Davidson introduced this report.

Mr Lloyd spoke to Priority 1 Solid Waste

Mr Tate spoke to Priority 2 Social Housing

Mr Muggeridge spoke to the Waipukurau South Growth Precinct

Mrs Campbell spoke to Priority 3 Economic Development

Mr Lloyd spoke to Priority 4 Environment

Mrs Campbell Priority 5 Community Wellbeing

Mrs Kupa Priority 6 Māori Engagement

Mrs Campbell spoke to Priority 7 Community Planning

 

 

6.3         Demographic and Economic Growth Monitoring and Projections: 2022 Update

PURPOSE

The purpose of this report is to present key findings from a report by Squillions Ltd which monitors progress against demographic and economic projections that were used as a basis for the 2021 Long Term Plan.

A new ‘high population growth’ projections scenario to 2050 has also been prepared to ensure infrastructure design and modelling continues to be based on the most up-to-date available information.

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Mayor Alex Walker

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

Carried

Mr Muggeridge presented this report alongside Mrs Campbell.

 

6.4         Census 2023

PURPOSE

The purpose of this report is to update council on Census 2023 engagement strategies with communities.

 

Recommendation

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

 

This report was tabled due to presenters being sick and will be presented in the next Strategy and Wellbeing Committee Meeting on 5 May 2022.

 

7            Date of Next Meeting

Committee Resolution  

Moved:       Cr Pip Burne

Seconded:  Cr Kate Taylor

THAT the next meeting of the Central Hawke's Bay District Council Strategy and Wellbeing Committee be held on 5 May 2022.

Carried

 

Mayor Walker closed with a karakia.

8            Time of Closure

The Meeting closed at 10:35am.

 

The minutes of this meeting were confirmed at the held on 5 May 2022.

 

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

CHAIRPERSON

 

 


Council Meeting Agenda

6 April 2022

 

6.2         Minutes of the Finance and Infrastructure Committee Meeting held on 24 February 2022

File Number:           COU1-1400

Author:                    Monique Davidson, Chief Executive

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       Minutes of the Finance and Infrastructure Committee Meeting held on 24 February 2022   

 

Recommendation

1.       That the minutes of the meeting of the Finance and Infrastructure Committee held on 24 February 2022 be received.

 

 


Council Meeting Agenda

6 April 2022

 

   MINUTES OF Central HAwkes Bay District Council
Finance and Infrastructure Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 24 February 2022 AT 9:00am

 

PRESENT:              Mayor Alex Walker

Deputy Mayor Kelly Annand

Chairperson Brent Muggeridge

Cr Tim Aitken

Cr Gerard Minehan

Cr Jerry Greer

Cr Kate Taylor (via zoom)

Cr Exham Wichman

Cr Pip Burne

 

IN ATTENDANCE: 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 & Programmes)

Caitlyn Dine (Governance and Support Officer)

1            Karakia

Mayor Walker lead the karakia

2            Apologies

Committee Resolution  

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Jerry Greer

That the apology of Councillor Wichman and Dr Maaka be noted.

Carried

2            Declarations of Conflicts of Interest

nil

3            Standing Orders

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Pip Burne

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:       Deputy Mayor Kelly Annand

Seconded:  Cr Pip Burne

That the minutes of the Finance and Infrastructure Committee Meeting held on 7 October 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:       Cr Gerard Minehan

Seconded:  Cr Tim Aitken

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 Priority Report

PURPOSE

The purpose of this report is to present to the Finance and Infrastructure Committee an update on key priorities.

 

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Deputy Mayor Kelly Annand

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

 Carried

Mrs Davison presented this report.

 

6.3         Elected Members Expenses for September 2021 to December 2021

PURPOSE

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

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Jerry Greer

1.         That, having considered all matters raised in the report, the Elected Members Expenses for September 2021 to December 2021 report be noted.

Carried

Mr Chamberlain presented this report.

 

6.4         Half Year Financial Reporting to December 2021

PURPOSE

The purpose of this report is to provide the Committee with a summary of Council's financial performance and highlight the key financials for the first half of 2021/22 financial year.

 

Committee Resolution  

Moved:       Cr Tim Aitken

Seconded:  Cr Pip Burne

That, having considered all matters raised in the report, the report on Council's second quarter financial performance for the 2021/22 financial year be noted.

 Carried

Mr Chamberlain presented this report.

 

6.5         Review of Treasury Management Policy

PURPOSE

The matter for consideration by the Finance and Infrastructure Committee is to consider the attached draft Treasury Policy (incorporating Investment and Liability policies) for adoption as recommended by Risk and Assurance.

 

Committee Recommendation  

Moved:       Chairperson Brent Muggeridge

Seconded:  Mayor Alex Walker

 

That having considered all matters raised in the report:

a)            That Finance and Infrastructure adopt the revised Treasury Policy (incorporating Investment and Liability policies).

ADDITIONAL RESOLUTION

b)            That Finance and Infrastructure Committee note a further review of the treasury management Policy with a focus on the integration of a wider investment strategy and any future carbon credit policy. 

Carried

Mr Chamberlain presented this report.

 

6.6         Adoption of Fees and Charges 2022/23

PURPOSE

The matter for consideration by the Committee is the adoption of the Fees and Charges for 2020/21.

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Deputy Mayor Kelly Annand

1.    That having considered all matters raised in the report:

 

2.    That the Finance and Infrastructure Committee recommend to Council the adoption of the Fees and Charges for the financial year dated 2022/23 as set out in Attachment 1.

 

3.    That in making this recommendation, note that Council give notice pursuant to Section 103 of the Local Government Act 2002 of its intention to prescribe the fees payable for the period 1 July 2022 to 30 June 2023 in respect of certificates, authorities, approvals, consents, and services given or inspections made by the Council under the Local Government Act 2002, the Building Act 2004, the Building (Infringement Offences, Fees, and Forms) Regulations 2007, the Amusement Devices Regulations 1978, the Resource Management Act 1991, Health (Registration of Premises) Regulations 1966, Sale and Supply of Alcohol (Fees) Regulations 2013, the Gambling Act 2003, the Burial and Cremation Act 1964, and the Central Hawke’s Bay District Council Bylaws as set out in the Fees and Charges Schedule 2022/23.

 

4.    That in making this recommendation, note that Council give notice pursuant to Section 103 of the Local Government Act 2002 of its intention to prescribe the fees payable relating to the solid waste activity as set out in the Fees and Charges Schedule 2022/23 be effective from 6th April 2021.

Carried

ADDITIONAL RESOLUTIONS

5.    That officers present further advice to the council meeting on the 6th April on options for timing of retirement housing fees and charges for 2022/23/24, in order to meet the objectives of the outcome of the retirement housing section 17a review.  

6.    That office present further advice on the potential of how gold card benefits could be reflected across the Solid Waste fees and charges, for Council to consider on the 6th April Council meeting and following council guidance from a workshop. 

 

Carried

Mr Chamberlain presented this report.

 

Mr Chamberlain noted two errors in the cemeteries section of the report. The correct price for 8 plot family garden area is $3000. The 10 plot should be $3750.

 

 

 

Meeting adjourned for morning tea break 10:20am.

 

Meeting resumed at 10:53am.

 

6.7         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.

More recently in mid 2020, Council created a project management office (PMO) to oversee and deliver the growing capital programme.

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 in the relevant programme and their expected delivery against time, scope, budget and quality standards against the larger programme objectives.

 

Committee Resolution  

Moved:       Deputy Mayor Kelly Annand

Seconded:  Cr Pip Burne

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

Carried

Mr de Klerk presented this report alongside Mr Swinburne.

 

6.8         Key Project Status Report - BigWasteWaterStory

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.

Council have recognised the growing programme, and in mid 2020 a project management office (PMO) was established and is growing as the programme and opportunities grow.

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. This programme has been named #thebigwastewaterstory.

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:  Mayor Alex Walker

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

Carried

Mr Swinburne presented this report alongside Mr de Klerk.

 

6.9         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:       Mayor Alex Walker

Seconded:  Deputy Mayor Kelly Annand

That having considered all matters within this report, the report be noted.

Carried

Mr de Klerk presented this report alongside Mr Swinburne.

6.10       Key Project Status Report - Pōrangahau to Wimbledon 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:       Cr Kate Taylor

Seconded:  Cr Pip Burne

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

Carried

 Mr de Klerk presented this report.

 

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  

Moved:       Chairperson Brent Muggeridge

Seconded:  Cr Jerry Greer

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 - Public Excluded 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 - Government's Emissions Trading Scheme and Impact on Council’s Landfill Carbon Credit Liability

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

Carried

 

6            Date of Next Meeting

Committee Resolution  

Moved:       Chairperson Brent Muggeridge

Seconded:  Cr Pip Burne

THAT the next meeting of the Central Hawke's Bay District Council Finance and Infrastructure Committee be held on 21 April 2022.

Carried

 

7            Time of Closure

The Meeting closed at 12:07pm.

 

The minutes of this meeting were confirmed at the Finance and Infrastructure Committee Meeting held on 21 April 2022.

 

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

CHAIRPERSON

 

6.3         Minutes of the Risk and Assurance Committee Meeting held on 23 March 2022

File Number:           COU1-1400

Author:                    Monique Davidson, Chief Executive

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       Minutes of the Risk and Assurance Committee Meeting held on 23 March 2022   

 

Recommendation

1.       That the minutes of the meeting of the Risk and Assurance Committee held on 23 March 2022 be received.

 

 


Risk and Assurance Committee Meeting Minutes

23 March 2022

 

   MINUTES OF Central Hawkes Bay District Council
Risk and Assurance Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Wednesday, 23 March 2022 AT 9:00am

 

PRESENT:              Chairperson Neil Bain (Chair)

Mayor Alex Walker (via zoom)

Cr Tim Aitken (via zoom)

Cr Gerard Minehan (via zoom)

Cr Brent Muggeridge (via zoom)

Cr Jerry Greer (via zoom)

 

IN ATTENDANCE: Monique Davidson (Chief Executive)

Brent Chamberlain (Chief Financial Officer)

Joshua Lloyd (Group Manager, Community Infrastructure and Development) (via zoom)

Darren de Klerk (Director Projects and Programmes)

Caitlyn Dine (Governance and Support Officer) (via zoom)

 

1            Karakia

Mrs Davidson led the karakia

2            Apologies

Nil

3            Declarations of Conflicts of Interest

Nil

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 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.

 

 

 

 

5            Confirmation of Minutes

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Jerry Greer

That the minutes of the Risk and Assurance Committee Meeting held on 11 November 2021 as circulated, be confirmed as true and correct.

Carried

 

6            Report Section

6.1         Risk and Assurance Committee Resolution Monitoring Report

PURPOSE

The purpose of this report is to present to the Committee the Risk and Assurance Committee Resolution Monitoring Report. This report seeks to ensure the Committee has visibility over work that is progressing, following resolutions made by the Committee.

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Mayor Alex Walker

reccomendation

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

Carried

Mrs Davidson presented this report. The Committee noted the report.

 

The Chair requested an update on the Protected Disclosures Policy. The CFO advised the policy will be an agenda item for the May meeting. The Committee noted that Protected Disclosures is an operational policy and will be for Committee information purposes.

Insurance. The CFO advised the Council had yet to receive the proposed insurance work programme from AON. The Mayor noted that maintaining continuity with insurance is important and requested Council liaise with AON to ensure momentum is not lost.

 

 

 

6.2         Risk and Assurance Committee Priority 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:       Mayor Alex Walker

Seconded:  Cr Gerard Minehan

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

Carried

Mrs Davidson presented this report.

 

6.3         External Audit Plan for the Year Ending 30 June 2022

PURPOSE

The purpose of this report is to receive the proposed External Audit Plan for the Year ending 30 June 2022.

 

Committee Resolution  

Moved:       Cr Brent Muggeridge

Seconded:  Mayor Alex Walker

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

Carried

Mr Chamberlain presented this report alongside Stuart Mutch and Jagdish Darji from Ernst Young.

 

The report was taken as read in public forum then the committee went to public excluded for Audit only time at 9:24am moved by Mayor Walker and seconded by Councillor Minehan.

 

The committee moved back to public forum at 9:51am. Moved Mayor Walker seconded Councillor Minehan.

 

6.4         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 Gerard Minehan

Seconded:  Cr Brent Muggeridge

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

Carried

Mr Lloyd presented this report. The Committee noted the report.

 

The Mayor noted that it would assist the Committee to see how residual risk was changing over time and management agreed to add arrows to future reporting to highlight residual risk movement over time.

 

6.5         Risk Appetite Review

PURPOSE

The matter for consideration by the Risk & Assurance Committee is the adoption of the Elected Member’s revised Risk Appetite Statements, following the workshop with all Elected Members in November 2021. These Risk Appetite Statements form part of the Risk Management Framework which is an operational document, currently undergoing a review.

 

Committee Resolution  

Moved:       Mayor Alex Walker

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 Risk Appetite Statements held within the Risk Management Framework.

Carried

Mr Lloyd presented this report alongside Dan Davis from Impac.

 

The Committee discussed the Risk Appetite paper and agreed that it was a good representative summary of the risk appetite workshop held in November 2021. The Committee agreed that a useful development would be separate out the Council’s risk appetite for regulatory compliance from ensuring safety for staff and public.

 

6.6         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

Mr Chamberlain presented this report. The Committee noted the report.

 

The Chair commented that the report represented good information on treasury compliance as at a point in time and that a useful future development would be for more information on the forward debt profile, including rollover of existing debt and proposed new debt, including updates on proposed volumes and cost for forecast debt against the LTP.

The CFO updated the Committee on new borrowing to be undertaken from LGFA in April, advising that the timing may be brought forward before the Chief Executive departs to reduce some of administration requirements around loan approval. That noted, for avoidance of doubt, the Mayor confirmed that there will be no constraints on ability to conduct council business in the period following the departure of the Chief Executive departure and new appointment.

 

6.7         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:       Mayor Alex Walker

Seconded:  Cr Jerry Greer

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

Carried

Mr Chamberlain presented this report.

 

6.8         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 initiatives.

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Tim Aitken

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

Carried

 Mr Lloyd presented this report. The Committee noted the report.

 

During discussion, it was noted that the Committee had previously discussed the possibility for selected Committee members visiting council sites operated by external contractors, provided this could be achieved on a non-intrusive business-as-usual basis. The Mayor reinforced that this would be a useful process for assisting members in their health and safety governance role and asked management to look into options for implementing this.

 

Meeting adjourned for morning tea at 10:57am.

 

Meeting resumed at 11:11am.

 

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  

Moved:       Cr Tim Aitken

Seconded:  Cr Jerry Greer

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 - Cyber Security Update Report

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

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

7.2 - Emissions Trading Scheme Liability Update

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

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

 

The Chair noted that this was the last Committee meeting before the Chief Executive departed the Council. The Chair thanked the Chief Executive for her support for his role and, on behalf of the Committee, for her support for the Committee’s development over the last two years. The Committee wished the Chief Executive all the best for her new role at Horowhenua District Council.

 

7            Date of Next Meeting

Recommendation

THAT the next meeting of the Central Hawke's Bay District Council Risk and Assurance Committee be held on 26 May 2022.

 

 

8            Time of Closure

 

The Meeting closed at 12:01pm.

 

The minutes of this meeting were confirmed at the held on 26 May 2022.

 

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

CHAIRPERSON

 

 


Council Meeting Agenda

6 April 2022

 

7            Report Section

7.1         Hawkes Bay Regional Transport Committee Minutes

File Number:           COU1-1400

Author:                    Monique Davidson, Chief Executive

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       3 December 2021 Regional Transport Committee Minutes

2.       3 February 2022 Extraordinary Regional Transport Committee Minutes

3.       11 March 2022 Regional Transport Committee Minutes  

 

 

Recommendation

That the report be received.

 

 

 


Council Meeting Agenda

6 April 2022

 

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Council Meeting Agenda

6 April 2022

 

7.2         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 at the next Council meeting on 9 June 2022.

RECOMMENDATION 

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


Council Meeting Agenda

6 April 2022

 

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Council Meeting Agenda

6 April 2022

 

7.3         Fees and Charges 2022/2023

File Number:           COU1-1400

Author:                    Brent Chamberlain, Chief Financial Officer

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       Fees and Charges Schedule 2022-2023  

 

 

PURPOSE

The matter for consideration by Council is the adoption of the Fees and Charges for 2022/23.

RECOMMENDATION for consideration

That following the recommendation from the Finance and Infrastructure Committee, and having considered the additional information raised in the report:

1.   That the Council adopts the Fees and Charges for the financial year dated 2022/23 as set out in Attachment 1 updated to include retirement housing rental option XX.

2.   That Council give notice pursuant to Section 103 of the Local Government Act 2002 of its intention to prescribe the fees payable for the period 1 July 2022 to 30 June 2023 in respect of certificates, authorities, approvals, consents, and services given or inspections made by the Council under the Local Government Act 2002, the Building Act 2004, the Building (Infringement Offences, Fees, and Forms) Regulations 2007, the Amusement Devices Regulations 1978, the Resource Management Act 1991, Health (Registration of Premises) Regulations 1966, Sale and Supply of Alcohol (Fees) Regulations 2013, the Gambling Act 2003, the Burial and Cremation Act 1964, and the Central Hawke’s Bay District Council Bylaws as set out in the Fees and Charges Schedule 2022/23.

BACKGROUND

As part of the Annual Plan, Council has reviewed the Schedule of Fees and Charges as part of the Annual Plan consultation process.

The fees and charges noted in the schedule for 2022/23 relate to certificates, approvals, consents, and services given or inspections made by the Council under the Local Government Act 2002, the Building Act 2004, the Building (Infringement Offences, Fees, and Forms) Regulations 2007, the Amusement Devices Regulations 1978,the Resource Management Act 1991, Health (Registration of Premises) Regulations 1966, Sale and Supply of Alcohol (Fees) Regulations 2013, the Gambling Act 2003, the Burial and Cremation Act 1964, and the Central Hawke’s Bay District Council Bylaws as set out in the Schedule of Fees and Charges 2022/23.

Council is required under Section 103 of the Local Government Act 2002, to give notice of its fees and charges payable for the period 1 July 2022 to 30 June 2023 as part of the Revenue and Financing Policy.

DISCUSSION

As part of the review of fees and charges, Officers have considered whether Revenue and Financing Policy is being met and therefore, whether a change in fees and charges was required.

For the majority of fees and charges, officers are recommending either no change or an inflationary adjustment to me made.

Where the activity is not recovering sufficient costs and isn’t currently fully meeting the Revenue and Financing Policy, the fee increases being proposed exceed inflation. This is the case for Solid Waste where pricing has been influenced by the Emissions Trading Scheme and the price of Carbon Credit Units. Given that the obligations under the Emissions Trading Scheme are based on a calendar year, rather than Councils financial year, the revised fees and charges relating to the solid waste activity need to come into place from the 6th April 2021 otherwise Council will not be collecting the correct Carbon Credit income to meet its expected carbon credit liability at the end of the year.

In addition, the National Waste Levy will increase from $20 to $30 per tonne in July. This will result in an increase in landfill gate fees which will be passed through to commercial users, and also necessitate an increase in fees and charges at the transfer station for refuse and the price of refuse bags. The pricing impact of these changes will be reported to a later Council meeting. Likewise, once the weighbridge is installed at the Waipukurau Transfer Station a move away from charging on vehicle type (load size), and to load weight will be required.

The Retirement Housing Rental increases signalled in the Long Term Plan cannot be actioned until September 2022 as this is 12 months from the previous increase, which was delayed by Central Governments nationwide rent freeze during the Covid-19 out break-plan in 2021.

Some of our Council’s Fees and Charges are set by regulations or are influenced by Central Government policy. The charges in these areas are largely out of Council’s hands and have seen some of the larger increases year on year.

These changes were circulated with the Finance and Infrastructure Committee on the 24th February 2022, where they resolved to recommend them to Council for adoption ahead of finalising the Annual Plan for 2022/23.

RETIREMENT HOUSING

Council has a Retirement Housing Policy that has 3 key objectives:

1.   To house the most ‘in need’ independent living older CHB residents

2.   To be Not-for-profit but sustainably self-funding including long term renewals and upgrades

3.   To be a supportive property owner with consideration for the safety and wellbeing of its tenants.

The policy also has 4 financial management objectives:

1.   The Retirement Housing units our maintained using good asset management practices and are fit for purpose

2.   Rents are set at a level that is commensurate with the Revenue and Finance Policy and the activity is rates neutral

3.   Rents are reviewed against market movements annually and will fall in a range of 75%-90% of market rates.

4.   There is support for tenants to access the accommodation supplement

As mentioned earlier the Long Term Plan (following on from a S17a Review) signalled a series of rental increases to ensure the Councils retirement housing portfolio was financially sustainable and achieving the Revenue and Financing Policy requirement of being 100% self funding (in line with the above policy objectives).  In a position of being financially sustainable, Council would then be in a position to consider future options for the portfolio when it was in a stronger position for the 2024 Long Term Plan and beyond.  In recent years the historical reserves that had been built up for this purpose has been depleted as the rental units generated a loss.

The S17a Review recommended an average $80 per week rental increase over a two year period.  While not a driver, this would result in rentals achieving 77% of market rates by the end of year two of the Long Term Plan (2022/23).

The year 1 increase occurred on 4 October 2021 following the legislative rent freezes implemented as part of Central Governments COVID-19 relief packages and legislation tools, and now Council needs to affirm the proposed year 2 increase.

Upon Officers presenting the Year 2 increase to Council as its recent Finance and Infrastructure Meeting on 24 February 2022, Councillors were particularly cognisant of the financial environment and constraints many are under at this time, particularly those on low and fixed incomes.  Councillors requested options for their consideration which Officers have formed as part of this section of the report. 

At the time of preparing the Long Term Plan, the proposed increases should allow Council to generate an operating surplus to be applied to future capital upgrades/new builds of $41,652 in year 2, and $75,000 from year 3 onwards.

At the recent Finance and Infrastructure Committee meeting, Councillors asked what were the alternatives to original Long Term Plan option.

Option 1 – The Status quo (the adopted LTP option)

In this option Council achieves the $80 average increase in rents over two years as it resolved in the 2021 -2031 Long Term Plan to achieve a step change in renewals and upgrades and begin to rebuild that activities financial reserves.

This option would see the lowest increase over the two years being $73 and the highest increase over two years $86.  This would mean a weekly rent of $204 for the 39 of the 48 tenanted units; an increase of $38 a week.  For most tenants this works out to approximately 77% market rent.  This option is the only option that falls within the Retirement Housing Policy adopted by Council in late 2021, where rents are in a range of 75-90% of market rent.

The increases would see the activity achieve a surplus at the end of Year 2 of the Long Term Plan (2022/23) of $41,000.

However due to further cost escalations, and the rent review now being scheduled for late September rather than 1 July, the Annual Plan is only forecasting a surplus of $1,300 under this option.

 

Location

Type

Tenant Number

2021/22 Fees

Proposed 2022/23 Fees

Increase 2022/23

Increase over two years

Kingston Place and Ruahine Place

Single

28

$172

$204

$32

$80

Single HP*

11

$172

$204

$32

$67

Couple

4

$187

$219

$32

$80

Couple HP*

1

$187

$219

$32

$67

Wellington Road

Single

4

$192

$219

$27

$80

Single HP*

0

$192

$219

$27

$67

Couple

0

$207

$234

$27

$85

Couple HP*

0

$207

$234

$27

$72

 

‘* Note - Council provides heating units to all tenants now, and all tenants are now on the same rate, but historical differences are shown in the 2 year increase column

‘** Note – There are 6 tenants of the 39 whose increase will be $67 as they are still on an old rate (had been in residence for less than 12 months at the last rent review date)

 

Option 2 – Split the Year 2 increase over two years. 

This option seeks to split the Year two increase over two years.  It is likely that the Year 2 increase will need to be greater, with inflation and cost escalations likely to further drive the costs of the activity up now that it is split.

This would be an increase of $16 for 44 of Councils 48 tenants and an increase of $13.50 per week for four tenants.  This would lift Council Retirement Flat rents to 71.5% of market rents, which is inconsistent with its Retirement Housing Policy that states rents are to be between 75% and 90% of market rates.

An option considered by Councillors was increasing rents by the average rates increase across the district.  The average increase from this option is 8%, near the 6.8% average increase forecast for the districts rating needs in the 2022/23 year.

This option would see a loss of income in the 2022/23 year of around $32,000, and tip the annual plan into a deficit position requiring a further draw on the reserve of $30,700.

Fundamentally, this option does however support the unique financial environment residents face.

 

Location

Type

Tenant Number

2021/22 Fees

Proposed 2022/23 Fees

Increase 2022/23 2023/34*

Increase over two years*

Kingston Place and Ruahine Place

single

28

$172.00

$188.00

$16.00

$64.00

single HP

11

$172.00

$188.00

$16.00

$51.00

couple

4

$187.00

$203.00

$16.00

$64.00

couple HP

1

$187.00

$203.00

$16.00

$51.00

Wellington Road

single

4

$192.00

$205.50

$13.50

$66.50

single HP

0

$192.00

$205.50

$13.50

$53.50

couple

0

$207.00

$220.50

$13.50

$71.50

couple HP

0

$207.00

$220.50

$13.50

$58.50

 

*Increases in Year 3 (2023/24) will likely be greater to factor in inflation and cost escalation.

 

Option 3: Delay the increases until the 2023/24 Year

This option sees increases delayed until 1 July 2023 with the 2021/22 fees being retained.  Any new tenants would be charged the new rents proposed in Option 1.

This would leave Council Retirement Flat rents at 66% of market rents, which is inconsistent with its Retirement Housing Policy that states rents are to be between 75% and 90% of market rates.

This would see a loss of revenue for the nine month period of the 2022/23 year of $64,000.  This would see the activity run at a loss of approximately $62,700 for the annual plan, being funded from the historical activities reserves.

Tenants could still expect notable increases above that proposed in the current 2022/23 year, recognising the further increases to adjust for inflation and cost escalation would still need to be applied.

 

Summary of options

The table outlines the financial options and implications for tenants and the activity.

Option

 

Loss in Revenue

Surplus/(Deficit) achieved

Increase for 44 of the 48 tenants

Notes

Option 1- The Status quo (Adopted LTP option adjusted for rental delays and cost escalations)

$0

1,300

$32

 

Option 2 – Split the Year 2 increase over two years. 

 

$32,000

($30,700)

$16

Year 3 increases would be greater than $16 with cost escalation and inflation increases.

Option 3 - Delay the increases until the 2023/24 Year

 

$64,000

($62,700)

$0

Year 3 increases would be greater than $16 with cost escalation and inflation increases.

 

RISK ASSESSMENT and mitigation

Officers have been mindful to, where possible, keep increases to inflation.

However, Officers have also tried to ensure that Council’s Revenue and Financing Policy has been adhered to ensuring that the charges for activities follow the benefit and beneficiary of the activity, rather than falling on the general ratepayer.

Officers have also been mindful of the various pieces of legislation governing the various Council activities, to ensure that Council is in adherence with these pieces of legislation with these proposed changes. 

FOUR WELLBEINGS

Fees and Charges have been set with the affordability of the end-user and local economy in mind, while at the same time ensuring that the charges for activities follow the benefit and beneficiary of the activity, rather than falling on the general ratepayer.

Some of the fees and charges (such as those in the solid waste area) have been influenced by Central Government Policies, where New Zealand is a participant in the Paris Climate Agreement and has agreement to reduce its carbon dioxide emissions. This is being done through a Carbon Emissions Trading Scheme where polluters are being encouraged to reduce emissions through price.

Delegations or authority

Council has the ability to set its fees and charges under the Local Government Act 2002, the Building Act 2004, the Building (Infringement Offences, Fees, and Forms) Regulations 2007, the Amusement Devices Regulations 1978, the Resource Management Act 1991, Health (Registration of Premises) Regulations 1966, Sale and Supply of Alcohol (Fees) Regulations 2013, the Gambling Act 2003, the Burial and Cremation Act 1964, and the Central Hawke’s Bay District Council Bylaws.

sIGNIFICANCE AND ENGAGEMENT

In accordance with the Council’s Significance and Engagement Policy, this matter has been assessed as significant because it has a material impact on the Council’s abilities to deliver the services included in the Long Term Plan.

OPTIONS Analysis

Council has three options.

Option 1 is to approve the Fees and Charges for the financial year dated 2022/23 as set out in Attachment 1, with the retirement housing option number XX being included (current schedule attached includes option 1).

Option 2 is to retain the current fee structure.

Option 3 is to ask for more work to be done on the proposed fees and charges structure, and for this to come back to a future Council meeting for adoption.

         

 

Option 1

Adopt Proposed Fees and Charges as set out in Attachment 1 amended to include retirement housing option XX.

Option 2

Retain Current Fee Structure.

Option 3

Request Rework on Proposed Fees and Charges.

Financial and Operational Implications

This option ensures that Council is able to meet the budgets within the Annual Plan.

This option will see Council under recover costs in some areas, and is likely to result in an overall deficit at year end.

This option ensures that Council is able to meet the budgets within the Annual Plan, but will require additional officer time.

Long Term Plan and Annual Plan Implications

This is consistent with the Annual Plan 2022/23.

This is unlikely to meet the Annual Plan 2022/23.

This is consistent with the Annual Plan 2022/23.

Promotion or Achievement of Community Outcomes

This aligns with the Council’s Community Outcomes.

This aligns with the Council’s Community Outcomes.

This aligns with the Council’s Community Outcomes.

Statutory Requirements

Council is required to adopt the Fees and Charges prior to charging the fees based on the legislative requirements that the Fees and Charges are set under.

Council is required to adopt the Fees and Charges prior to charging the fees based on the legislative requirements that the Fees and Charges are set under.

Council is required to adopt the Fees and Charges prior to charging the fees based on the legislative requirements that the Fees and Charges are set under.

Consistency with Policies and Plans

This aligns with the Council’s Community Outcomes and Central Government’s Policies.

This could cause breaches of Council’s Revenue and Financing Policy, and won’t be consistent with Central Government’s messaging.

This aligns with the Council’s Community Outcomes and Central Government’s Policies.

 

 

 

 

 

Recommended Option

This report recommends Option 1 to adopt the proposed Fees and Charges as set out in Attachment 1 adjusted to include retirement housing option XX for addressing the matter.

NEXT STEPS

Following the approval of the Schedule for Fees and Charges, from the 1st July 2022, the Fees and Charges will be updated on all forms and on the website.

 

RECOMMENDATION

That following the recommendation from the Finance and Infrastructure Committee, and having considered the additional information raised in the report:

 

1.    That the Council adopts the Fees and Charges for the financial year dated 2022/23 as set out in Attachment 1 updated to include retirement housing rental option XX.

 

2.    That  Council give notice pursuant to Section 103 of the Local Government Act 2002 of its intention to prescribe the fees payable for the period 1 July 2022 to 30 June 2023 in respect of certificates, authorities, approvals, consents, and services given or inspections made by the Council under the Local Government Act 2002, the Building Act 2004, the Building (Infringement Offences, Fees, and Forms) Regulations 2007, the Amusement Devices Regulations 1978, the Resource Management Act 1991, Health (Registration of Premises) Regulations 1966, Sale and Supply of Alcohol (Fees) Regulations 2013, the Gambling Act 2003, the Burial and Cremation Act 1964, and the Central Hawke’s Bay District Council Bylaws as set out in the Fees and Charges Schedule 2022/23.

 


Council Meeting Agenda

6 April 2022

 

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Council Meeting Agenda

6 April 2022

 

7.4         Adoption of the Annual Plan 2022/23

File Number:           COU1-1400

Author:                    Brent Chamberlain, Chief Financial Officer

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       Annual Plan 2022-2023  

 

PURPOSE

The matter for consideration by the Council is the adoption of the Annual Plan 2022-23.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a)         That Council Adopt the Annual Plan 2022/23 in accordance with section 95 of the Local Government Act 2002.

b)         Delegate responsibility to the Interim Chief Executive to approve the final edits required to the Annual Plan in order to finalise the documents for printing and distribution.

EXECUTIVE SUMMARY

As part of the purpose of Local Government, Council prepares an Annual Plan based on the relevant year of the current Long Term Plan and following consultation if there are significant or material changes for that year.

In this case, Council has deemed the draft Annual Plan is substantially year two of the existing Long Term Plan, and a continuation of the #facing the facts, and therefore it has chosen not to consult.

The average proposed rate increase over the 2022/23 rates is 6.8%.

BACKGROUND

All Councils are required by section 95 of the Local Government Act 2002 (LGA) to adopt an Annual Plan in the years between the Long Term Plan adoption.

The Annual Plan sets out Council’s activities, plans, budgets for the year and must be adopted before the beginning of the year it relates to.

If there are significant or material changes to what was signalled in the Long Term Plan then Council is required to consult with the public on those changes. In this case, Council has deemed the draft Annual Plan is substantially year three of the existing Long Term Plan, and a continuation of the #facing the facts, and therefore it has chosen not to consult.

The budget setting process began in October 2021. Successful delivery of an Annual Plan relies on many moving parts working together and lining up to tell a coherent story to the community about how Council is going to deliver its vision for the future.

The starting point for developing the Annual Plan was what Council had already signalled in Year 2 of the Long Term Plan 2021-2031, that was an average rate increase of 6.8%.

Since the LTP was developed a number of risks have developed, namely supply chain issues, rising inflation, tight labour market, rising interest rates, and a change in assumptions around the receipt of Development Contribution revenues.

In addition a number of changes to our business have occurred:

·  There has been a review of the delivery of Economic Development across the entire Hawkes Bay Region (impacts all 5 Hawkes Bay Councils)

·  The Government has disbanded the District Health Board structure which impacts our Local Election Cost Sharing model (impacts CHBDC and HBRC)

·  We have been successful in getting a MfE grant for 50% of the construction of a Weighbridge at our Waipukurau Transfer Station which has necessitated bringing our 50% share forward from year 4 of the Long Term Plan

·  Growth in the District has required the establishment of a satellite administration office in Waipukurau

·  The change to Solid Waste Services (particularly the recycling drop off centres) signalled in the Long Term Plan was rethought

·  The price of the carbon credits required to meet Councils Emissions Trading Scheme requirements for the landfill has more than doubled in cost during 2021/22.

 

These changes, when layered on top of the original 6.8% increase saw the average rate increase lift to 7.4%.

Through previous Council workshops 3 main concerns have been raised about 7.4% being too much, the impact the district wide Quotable Valuation’s (QV) revaluations were going to have on the way rates fell across the district, and should Council undertake a further rating review.

The QV impact is out of the control of Council, and the final valuations were only released mid-March. This hasn’t left Council enough time to fully understand its implications and time to undertake a rating review to soften any undesired outcomes of the revaluation before 1 July 2022 when the new valuations become effective.

To reduce the proposed rate increase below 7.4%, one of two things needs to occur – first is a reduction in the levels of services (ie do less), the second is use alternative funding mechanisms (such as 3rd party funding or the use of debt). A number of options have been considered such as delaying asset replacements for a year, or debt fund rather than rate fund their replacement (which was consulted on and agreed to as part of the Long Term Plan particularly for water assets).

Through the careful selection of options Officers are able to get the average rate increase back to 6.8% (the same increase as signalled in the original Long Term Plan). This option was supported by Council via formal resolutions in December 2021.

DISCUSSION

While officers have been successful in keeping the average rate increase to the 6.8% signalled in the Long Term Plan, the impacts of the QV property revaluation means that very few properties are going to move by the average.

For the 2021/22 rating year the rating base (property valuations) were set by QV in 2018, whereas for 2022/23 the rating base is set based on 2021 property values. During the three year period between these valuations all properties have substantially increased in value (overall capital values have increased 54.3%), but this increase wasn't evenly spread across the district. For example residential land values increased 128.5% (on average), while pastoral land only increased by 42% (on average). What this has meant is a redistribution of value in favour of our towns, particularly our smaller rural towns.

As one of the main methods for spreading rates is based on property valuations, this has also seen a redistribution of rates to urban rate payers.

This impact can be seen in the sample rate payers table below. In this table Council Officers have shown both what the proposed rates are under the new QV valuations, but also what they would have been if the rating base remained unchanged:

 

The table below sets the proposed Funding Impact Statement that has led to the proposed 6.8% rates increase.

The key feature of the Annual Plan is the continuation of the “catch up” in asset replacements signalled in the Long Term Plan #Facing The Facts. One metric accountants use is depreciation, which is an annual charge to reflect the wearing out of assets. For the 2022/23 Annual Plan Council is planning to spend $2.10 on replacing assets for every $1.00 of depreciation calculated on its existing assets. This means by year end, its assets should on average be younger and more robust than at the start of the year. However it is going to take many years to catch up on previous generations of under investment in asset replacements.

RISK ASSESSMENT and mitigation

Currently the proposed draft Annual Plan is consistent (both in levels of service delivery and capital program) with year 2 of the Long Term Plan. For this reason, it had previously been agreed that no further public consultation was necessary.

FOUR WELLBEINGS

This paper considers the financial wellbeing of Central Hawkes Bay residents, while still ensuring it is providing robust, fit for purpose infrastructure that the district can be proud of.

The Annual Plan proposed here seeks to balance the social and economic burden that many of our ratepayers will be experiencing, whilst also as a Council recognising our need to take a leadership role in acting as an economic stimulus for the district.

Delegations or authority

Under the Local Government (Rating) Act 2002 and Local Government Act 2002 Council must adopt their Annual Plan (budget) by the 30 June each year to allow for the “rates strike” to occur before the first rates notices are prepared.

sIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed critical because it affects the ability of the Council to meet its statutory purpose and is fundamental to how the Council will fund these activities over the next year. This matter impacts all the residents and ratepayers of the Central Hawke’s Bay District. The Annual Plan, while different in some aspects to Year 2 of the Long Term Plan 2021-2031 is largely the same therefore significance is not triggered.

OPTIONS Analysis

Council has two options:

 

Option 1: Adopt the Annual Plan 2022/23 in accordance with section 95 of the Local Government Act 2002, and delegate responsibility to the Chief Executive to approve the final edits required to the Annual Plan in order to finalise the documents for printing and distribution.

 

Option 2: Resolve not to adopt the Annual Plan 2022/23 and to give Officers guidance on which amendments were needed and an amended timeframe related to adoption of the Annual Plan would be required.

Recommended Option

This report recommends option number one, Adopt the Annual Plan for addressing the matter.

NEXT STEPS

Following the adoption of the Annual Plan, Council with set the rates for the year of the Annual Plan and a report is included within the agenda of the Council meeting for the setting of the rates.

The Chief Financial Controller, in conjunction with the Chief Executive will make any minor amendments and distribute the Annual Plan as required.

Should the Council resolve to not adopt the Annual Plan, officers will be requiring guidance on what amendments are needed, and an amended timeframe related to adoption of the Annual Plan would be required.

 

RECOMMENDATION

That having considered all matters raised in the report:

a)   That Council Adopt the Annual Plan 2022/23 in accordance with section 95 of the Local Government Act 2002.

b)   Delegate responsibility to the Interim Chief Executive to approve the final edits required to the Annual Plan in order to finalise the documents for printing and distribution.

 


Council Meeting Agenda

6 April 2022

 

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Council Meeting Agenda

6 April 2022

 

7.5         Clifton to Tangoio Coastal Hazards Strategy 2120: Memorandum of Transition

File Number:           COU1-1400

Author:                    Simon Bendall, Traverse Environmental Limited and Chris Dolley, Hawke’s Bay Regional Council

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       Coastal Hazards Memorandum of Transition between Hastings District Council, Napier City Council and Hawke’s Bay Regional Council  

 

PURPOSE

This report seeks to confirm the position of the Central Hawke’s Bay District Council in relation to a draft Memorandum of Transition developed by the Napier City Council, Hastings District Council, and Hawke’s Bay Regional Council, that sets out arrangements for responding to coastal hazards.

RECOMMENDATION for consideration

That having considered all matters raised in the report staff RECOMMEND that Council:

a)         Receives and notes the paper “Clifton to Tangoio Coastal Hazards Strategy 2120: Memorandum of Transition”.

b)         Confirms that the Central Hawke’s Bay District Council has no objection to the proposal outlined in the Coastal Hazard’s Memorandum of Transition as attached to this paper.

c)         Confirms that the consultation and communication process outlined in Section 7 of the Hawke’s Bay Region’s Triennial Agreement for the Triennium October 2019 – 2022 has been satisfied with respect to the proposal outlined in the Coastal Hazard’s Memorandum of Transition.

d)         Agrees that the Hawke’s Bay Regional Council should proceed to implement the formal provisions of s.16 of the Local Government Act to give effect to the proposal outlined in the Coastal Hazard’s Memorandum of Transition.

EXECUTIVE SUMMARY

The Hawke’s Bay Regional Council (“HBRC”), Napier City Council (“NCC”) and Hastings District Council (“HDC”) (collectively “Partner Councils”) are planning the implementation of the Clifton to Tangoio Coastal Hazards Strategy (“Strategy”).

Following a Funding Review, the proposal being considered by the Partner Councils is that HBRC lead Strategy implementation. This would see HBRC leading the response to coastal hazards risks within the Napier and Hastings districts, and the transfer of existing coastal hazard mitigation assets held by NCC and HDC to HBRC.

These arrangements have been outlined in a proposed Memorandum of Transition (“MOT”).

To give effect to the arrangements set out in the MOT, HBRC will need to notify a proposal for a significant new activity under s.16 of the Local Government Act (“LGA”).

This proposal does not at this time affect the Wairoa or Central Hawke’s Bay Districts, but the Strategy has been developed with the intent of establishing a model to roll out to other coastal areas in the region in future.

To meet the requirements of s.16 of the LGA and the Hawke’s Bay Region’s Triennial Agreement for the Triennium October 2019 – 2022 (“Triennial Agreement”), HBRC must consult on this proposal with all territorial authorities in the region.

HBRC are seeking to confirm the position of the Wairoa and Central Hawke’s Bay District Councils on the MOT, prior to commencing the s.16 process.

BACKGROUND

Background information was discussed in workshop with Council on 27 January 2022. The following summary is provided for completeness. 

The Strategy represents a coordinated approach to identifying and responding to coastal hazards and the influence of sea level rise over the next 100 years. It provides a platform for long-term planning and decision making.

It has been advanced as a collaborative project between the NCC, HDC, HBRC, Maungaharuru-Tangitū Trust, Mana Ahuriri Trust and the Heretaunga Tamatea Settlement Trust.

The Strategy:

·    Covers the coastal area between Clifton to Tangoio;

·    Seeks to develop a planned response to coastal hazards out to the year 2120;

·    Assesses and plans responses to the risks from;

o Coastal erosion (storm cut, trends, effects of sea level rise); and

o Coastal inundation (storm surge, set-up, run-up, overtopping and sea level rise).

·    Incorporates climate change as an overriding influence.

The vision of the Strategy is:

That coastal communities, businesses and critical infrastructure from Tangoio to Clifton are resilient to the effects of coastal hazards.”

The Strategy is being developed in 4 stages (Figure 1) and is guided by the Ministry for the Environment document “Coastal hazards and climate change: Guidance for local government” released in December 2017. Figure 2 represents the process recommended by the guidance.

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Figure 1: Clifton to Tangoio Coastal Hazards Strategy Development Process

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Figure 2: 10 Step Decision Cycle, from “Coastal hazards and climate change: Guidance for local government”, Ministry for the Environment 2017

A key part of the Strategy development process has been the formation of two community-based Assessment Panels (established during Stage 3 in 2017/2018).

The panels developed 100-year pathways to respond to coastal erosion and coastal inundation in 9 priority units within the Strategy area. Each pathway is built from a combination of short term (0 – 20 years), medium term (20 – 50 years) and long term (50 – 100 years) hazard response actions.

An important concept is that each pathway is ‘adaptive’; the timeframe of each action (short, medium and long) can be brought forward or delayed, depending on the actual effects of coastal hazards and climate change over time. If sea level rises more than expected or at a faster rate, actions can be implemented earlier in response; if less or slower, actions can be delayed. If necessary, the actions themselves can also be reviewed or changed.

The Strategy will also be reviewed every 10 years, to ensure that the pathways remain fit for purpose as new information becomes available over time.

The pathways recommended by the Panels (which were refined in 2021) are presented in Figure 3.

 

 

 

 

Cell

Unit

Short term

(0 - 20 years)

Medium term

(20 - 50 years)

Long term

(50 - 100 years)

Southern Cell

Clifton

Status quo

Sea wall

Managed Retreat

Te Awanga

Renourishment + Groynes

Renourishment + Groynes

Renourishment + Groynes

Haumoana

Renourishment + Groynes

Renourishment + Groynes

Managed Retreat

Clive / East Clive

Status quo

Renourishment + Groynes

Retreat the Line / Managed Retreat

Northern Cell

Ahuriri

Status quo

Sea wall

Sea wall

Pandora

Status quo

Storm surge barrier

Storm surge barrier

Westshore

Renourishment

Renourishment + Control Structures

Renourishment + Control Structures

Bay View

Status Quo / Renourishment

Renourishment + Control Structures

Renourishment + Control Structures

Whirinaki

Status Quo / Renourishment

Renourishment + Control Structures

Sea wall

Figure 3: Clifton to Tangoio Coastal Hazard’s Strategy Recommend Adaptive Pathways: Revised 2021

CURRENT STATUS / FUNDING REVIEW

The Strategy is now in Stage 4 of its development process (Implementation Planning and Response), which commenced in 2019. Work under Stage 4 has focused on developing the implementation detail for the recommended pathways, including:

a.   Developing concept plans for the short-term step of each pathway and more detailed costings;

b.   Developing signals, triggers and thresholds for the pathways to drive an adaptive response;

c.   Developing a funding model for the proposed physical works;

d.   Considering the suitability of the existing regulatory framework (regional plan and district pans); and

e.   Developing a concept for how managed retreat could be implemented in Hawke’s Bay, including indicative costings

The Strategy’s project team are currently finalising information and details to prepare the Strategy for notification as a proposed Long Term Plan amendment.

However, before this can occur, a decision is required on which Council (or Councils) should lead this next phase of the project, which will necessitate the raising of new rates revenue to fund physical works programmes and other Strategy implementation tasks.

Current legislation (principally the LGA and Resource Management Act) create overlaps and uncertainties about the respective roles of regional councils and territorial authorities in the funding and implementation of works under the Strategy. This has led to delays in confirming a preferred implementation model.

To facilitate an outcome, the Partner Councils collectively agreed to engage Raynor Asher QC to lead a Funding Review.

Mr Asher was tasked with answering the following question:

Which Council or Councils should lead and fund the implementation of coastal hazard mitigation projects (including design, consenting, construction and maintenance cost) under the Strategy?

In undertaking his review, Mr Asher engaged with staff and councillors from each Partner Council, considered material developed to date under the Strategy, reviewed relevant historical information, legislation and case law, and has been assisted with local legal advice.

Mr Asher completed his review and presents his findings in the report “Review and Recommendations for the Clifton to Tangoio Coastal Hazards Strategy Joint Committee[1]”.

His key recommendation is that HBRC should lead and fund the implementation of coastal hazard mitigation projects under the Strategy.

Mr Asher also recommended that, along with assuming responsibility for leading future hazards mitigation projects, HBRC take over the management of existing coastal hazards mitigation assets held by NCC and HDC.

IMPLEMENTING FUNDING REVIEW OUTCOMES

HDC, NCC and HBRC have now agreed in principle to the outcome of the Funding Review and Mr Asher’s recommendations.

To give effect to this outcome, HBRC will need to notify a proposal for a significant new activity under s.16 of the Local Government Act.

The Technical Advisory Group (“TAG”) for the Strategy have prepared a draft MOT to provide a mechanism for the Partner Councils to confirm the agreed arrangements for implementing the Strategy and the associated transfer of assets recommended by the Funding Review. This will provide the basis for the s.16 process.

The draft MOT is provided as Attachment One to this report.

NCC and HDC have confirmed their support for the MOT. HBRC will be considering it formally at their meeting on 30 March 2022, noting that on 16 March, HBRC’s Corporate and Strategic Committee passed a resolution recommending that the HBRC support the MOT.

Before the MOT can be formally executed by NCC, HDC and HBRC however, it must be circulated to all territorial authorities in the region for comment, to align with the requirements of s.16 of the LGA and the Triennial Agreement[2].

The territorial authorities are then provided with, at a minimum, 40 working days to respond. This time restraint under the Triennial Agreement could be varied through agreement.

The MOT has previously been discussed with Chief Executives from all territorial authorities in the region, and is now being presented formally to Council for consideration.

EXTENDING THE STRATEGY AREA

The Strategy was initiated with the intention of establishing a template approach for responding to coastal hazards risks in the Hawke’s Bay Region.

The Strategy area was initially defined to incorporate the most urgent areas of coastal hazards risks at that time, while being manageable in scale. There are ongoing coastal hazards issues in the wider Hawke’s Bay region that do require attention.

Notably, Raynor Asher makes the point in his review of funding arrangements that only HBRC is capable of extending a consistent, region-wide approach to coastal hazards management, and this was one of the reasons given for recommending that HBRC take a leadership role in Strategy implementation.

While the approach at this stage is to seek a successful outcome for the Strategy before commencing work in other parts of the region, it is expected that the Strategy can ultimately provide a model for rolling out to the Wairoa and Central Hawke’s Bay Districts, subject to discussions with those councils.

It is noted for clarity that any extension of those arrangements into the Central Hawke’s Bay District would require a further s.16 LGA consultation process, which would need to be developed on an agreed basis between Central Hawke’s Bay District Council and HBRC.

DECISION SOUGHT FRoM central hawke’s bay DISTRICT COUNCIL

Given the limited direct impact on the Central Hawke’s Bay District, and the rationale for the arrangements set out in the MOT based on Mr Asher’s recommendations, the Strategy’s project team seek agreement from the Central Hawke’s Bay District Council that:

a.   the consultation and communication process outlined in the Triennial Agreement has been satisfied; and

b.   that Council has no objection to the proposal for HBRC to undertake a significant new activity as outlined in the MOT.

RISK ASSESSMENT and mitigation

There is a risk that a precedent is established in the Region for how coastal hazards risks are managed into the future, with (at this stage) limited direct involvement by the Central Hawke’s Bay District Council.

However, to the extent that a precedent may be established, the approach has been developed based on independently developed recommendations by Raynor Asher QC, which are likely to be equally valid when considered against the particular circumstances of the Central Hawke’s Bay District.

Regardless, in order for this approach to be extended into the Central Hawke’s Bay District (noting at this stage it is only to apply in the Napier and Hastings Districts), a further s.16 process would be required to be undertaken by HBRC.

In that scenario, Council would need to agree to participate, have the opportunity to engage in that process and, if it saw fit, retain the option to object to any s.16 process initiated by HBRC under the Local Government Act.

On that basis, the risks of confirming the resolution as proposed are considered to be negligible.

sIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as not significant, as there is no direct impact on the Central Hawke’s Bay District.

OPTIONS Analysis

 

 

Option 1

Object to the proposal outlined in the MOT

Option 2

Support the proposal outlined in the MOT

Option 3

Request more time to consider the proposal

Promotion or Achievement of Community Outcomes

N/A – no direct impact on Central Hawke’s Bay

N/A – no direct impact on Central Hawke’s Bay

N/A – no direct impact on Central Hawke’s Bay

Statutory Requirements

Lodge objection through s16 process, if HBRC proceeds with proposal.

None

None

Consistency with Policies and Plans

N/A – no direct impact on Central Hawke’s Bay

N/A – no direct impact on Central Hawke’s Bay

N/A – no direct impact on Central Hawke’s Bay

Recommended Option

This report recommends Option 2: Support the Proposal outlined in the MOT.

Given there is no direct impact on the Central Hawke’s Bay District from the proposal outlined in the MOT, Options 1 and 2 do not provide any real benefit for Council, however would delay the advancement of the Strategy.

NEXT STEPS

As noted, NCC and HDC have already confirmed their agreement to the MOT. 

HBRC are formally considering the MOT at their meeting on 30 March, so an outcome on that decision cannot be reported at time of writing this report. However, and as noted, HBRC’s Corporate and Strategic Committee has passed a resolution recommending that the HBRC support the MOT.

A tailored version of this paper was presented to the Wairoa District Council at their meeting on 22 March 2022. The resolution (as recommended in this paper) was passed, confirming Wairoa District Council’s support for the approach outlined in the MOT.

Should all Councils confirm agreement to the MOT:

a.   The Chief Executives of HBRC, NCC and HDC will be invited to execute the MoT, in accordance with the resolutions passed by each Council.

b.   The Minister of Local Government will be informed of the proposal and the reasons for it, in accordance with the requirements of the s.16(2) of the Local Government Act.

c.   HBRC will notify the proposal under s.16 of the Local Government Act (this is targeted to occur in May 2022).

 

RECOMMENDATION

That having considered all matters raised in the report staff RECOMMEND that Council:

a)   Receives and notes the paper “Clifton to Tangoio Coastal Hazards Strategy 2120: Memorandum of Transition”.

b)   Confirms that the Central Hawke’s Bay District Council has no objection to the proposal outlined in the Coastal Hazard’s Memorandum of Transition as attached to this paper.

c)   Confirms that the consultation and communication process outlined in Section 7 of the Hawke’s Bay Region’s Triennial Agreement for the Triennium October 2019 – 2022 has been satisfied with respect to the proposal outlined in the Coastal Hazard’s Memorandum of Transition.

d)   Agrees that the Hawke’s Bay Regional Council should proceed to implement the formal provisions of s.16 of the Local Government Act to give effect to the proposal outlined in the Coastal Hazard’s Memorandum of Transition.

 

 


Council Meeting Agenda

6 April 2022

 

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Council Meeting Agenda

6 April 2022

 

7.6         Elected Members Remuneration - Childcare Allowance Option

File Number:           COU1-1400

Author:                    Monique Davidson, Chief Executive

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       Elected Member Remuneration and Expenses Policy  

 

PURPOSE

The purpose of this report is for Council to consider its position on the optional Childcare Allowance as gazetted in the 2021 Remuneration Authority decision.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a)         That Council receives the information contained in the report.

b)         That Council agrees to approve, or not approve payment of a Childcare allowance as per the Remuneration Authority determination. 

c)         That Council notes that if approved, the necessary provisions will be included in the Elected Members Remuneration, Allowances and Reimbursements Policy for Council adoption following the 2022 triennial election.

EXECUTIVE SUMMARY

The Elected Member Remuneration Expenses and Allowances Policy outlines Elected Members remuneration, expenses and allowances. The Local Government Members (2021/22) Determination 2021, which sets the base remuneration, allowances, and expenses payable to elected members, came into force on 1 July 2021. In 2019, the Remuneration Authority (RA) introduced the ability to pay a childcare allowance. It is purely at each council’s discretion whether or not it includes a childcare allowance.

BACKGROUND

In 2019 Council considered the inclusion of the optional childcare allowance as now endorsed by the Remuneration Authority. At that time, Council opted to not include this provision in the Policy and therefore the Policy attached does not include the childcare allowance. The following resolution was made:

 

MOTION RESOLVED:  19.76

Moved:       Cr Tim Aitken

Seconded:  Cr Kate Taylor

That the council review the Elected Members’ Remuneration and Expenses Policy including the childcare provision and its content before the next triennium.

CARRIED

With the local elections opening for nomination in July 2022, the matter is brought back to the table for reconsideration and in preparation for the next triennium.

DISCUSSION

In 2019, for the first time, the RA has introduced a childcare allowance for members who have responsibility for caring for children under the age of 14 years. The allowance is a contribution towards expenses incurred by the member for the provision of childcare while the member is engaged in local authority business. The allowance is capped and is subject to certain conditions.

It is purely at each council’s discretion whether or not it includes a childcare allowance.

 

If Council elected to introduce childcare allowances this would need to be included in the Elected Members Remuneration and Expenses Policy which would be reviewed and adopted following the 2022 local elections.

 

The Authority made the childcare allowance an annual rate so it can be used in as flexible a way as possible. This allows individual councils to set an hourly rate so long as the total amount paid per annum to an elected member does not exceed the annual limit shown in the determination.

Making an early determination (pre-election 2022) Provides certainty to candidates prior to elections.

If Council chooses to include the Childcare allowance provision, it is recommended that it be applied as per the following conditions:

Childcare – Reimbursements apply according to the following conditions:

i. The member is a parent or guardian of the child, or is a person who usually has responsibility for the day-to-day care of the child (not on a temporary basis); and

ii. the child is under 14 years of age; and

iii. the childcare is provided by a person who is not a family member and does not ordinarily reside with the member; and

iv. the member provides evidence satisfactory to the authority of the amount paid for childcare.

v. the maximum childcare allowance that will be reimbursed shall not exceed $6,000 per annum (1 July to 30 June the following year), per child 

RISK ASSESSMENT and mitigation

This item and the adoption of the policy is low risk. However, it is worth noting that Elected Member remuneration and expenses have some complexity attached to them, to mitigate this the policy has been developed with best practice in mind and has sought guidance from the Remuneration Authority where appropriate. 

FOUR WELLBEINGS

The adoption of the policy supports excellence in governance, with the intent to reduce the barriers to parents in entering positions in local government.  It is important to note that there are no specific Tangata-whenua considerations.

 

Delegations or authority

The Council has authority to make this decision.

sIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance. However, engagement is not required to implement this decision.

 

 

 

 

 

OPTIONS Analysis

 

 

Option 1

Introduce childcare allowances

Option 2

Do not introduce childcare allowances

Option 3

Defer the decision on childcare allowance to the incoming council.

Financial and Operational Implications

Not currently budgeted.

If Council opted to allow the Childcare allowance, it would require an additional $6,000 per annum per child (maximum).

Provides certainty for candidates prior to the election.

No additional budget required

Provides certainty for candidates prior to the election.

 

No additional budget immediately required

Provides uncertainty for candidates prior to the election.

 

Long Term Plan and Annual Plan Implications

Additional budget for provision of the childcare allowance would be required for the Annual Plan 2022-23.

There are no implications to consider.

There are no immediate implications to consider.

Promotion or Achievement of Community Outcomes

Moves in the direction of addressing removing barriers to parents entering into elected positions in local government.

Does not address barrier to parents entering into elected positions in local government.

Does not provide certainty for candidates prior to elections whether there will be childcare allowances which could deter parents from standing.

Statutory Requirements

There are no additional legal considerations

There are no additional legal considerations

There are no additional legal considerations

Consistency with Policies and Plans

If Council approved payment, Council policy would need to be updated to reflect this decision.

No change.

No change.

 

Recommended Option

This report does not recommend an option.

 

NEXT STEPS

If approved, management will include the necessary provisions in the Councillors’ Remuneration and Expenses Policy for Council adoption post the 2022 Local Government Elections.

 

RECOMMENDATION

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a)   That Council receives the information contained in the report.

b)         That Council agrees to approve, or not approve payment of a Childcare allowance as per the Remuneration Authority determination. 

c)         That Council notes that if approved, the necessary provisions will be included in the Elected Members Remuneration, Allowances and Reimbursements Policy for Council adoption following the 2022 triennial election.

 


Council Meeting Agenda

6 April 2022

 

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Council Meeting Agenda

6 April 2022

 

8            Mayor and Councillor Reports

Mayor's Report

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.

Recommendation

That the Mayor’s report be received.

 

 

 


Council Meeting Agenda

6 April 2022

 

Strategy and Wellbeing Committee Chair 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 Strategy and Wellbeing Committee Chair Report.

Recommendation

That the Strategy and Wellbeing Committee Chair Report be received.

 

 


Council Meeting Agenda

6 April 2022

 

Aramoana/Ruahine Ward 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 Aramoana/Ruahine Ward Report.

Recommendation

That the Aramoana/Ruahine Ward Report be received.

 

 

 


Council Meeting Agenda

6 April 2022

 

Ruataniwha Ward 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 Ruataniwha Ward Report.

Recommendation

That the Ruataniwha Ward Report for be received.

 

 

 


Council Meeting Agenda

6 April 2022

 

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.

Recommendation

That the Finance and Infrastructure Committee Chair Report for be received.

 

 

  


Council Meeting Agenda

6 April 2022

 

9            Chief Executive Report

9.1         Bi Monthly Organisation Performance Report February - March 2022

File Number:           COU1-1400

Author:                    Monique Davidson, Chief Executive

Authoriser:             Monique Davidson, Chief Executive

Attachments:          1.       February - March 2022 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 Bi-monthly Organisation Performance Report February - March 2022 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 9th June 2022. 

Recommendation

That having considered all matters raised in the Bi-monthly Organisation Performance Report February - March 2022 the report be noted.

 

 


Council Meeting Agenda

6 April 2022

 

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Council Meeting Agenda

6 April 2022

 

 

10          Public Excluded Business 

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

10.1 - Resolution Monitoring Report - Public Excluded

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

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

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

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

10.2 - District Plan Panel Chair - Commissioner Schofield Update

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

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

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

10.3 - District Plan Key Project Status Report

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

s7(2)(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

10.4 - Appointment of Council Representatives to the Central Hawke's Bay District Community Trust

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

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

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

10.5 - Procurement Plan - Porangahau and Racecourse Road Renewals

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

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

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

10.6 - Procurement Plan - Pipeline and Civils Contractor Panel

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

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

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

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

10.7 - Disposal of Surplus Land - Ongaonga Road Holding Paddock

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

 

 

  

11          Date of Next Meeting

Recommendation

THAT the next meeting of the Central Hawke's Bay District Council be held on 9 June 2022.

12          Time of Closure



[1] Mr Asher’s report can be accessed from this link: https://www.hbcoast.co.nz/assets/Document-Library/Other-documents/Raynor-Asher-Hawkes-Bay-Review-06-5-21.pdf

[2] See Section 7 on p.5 of the Triennial Agreement here