Minutes of Finance and Infrastructure Committee Meeting

Finance and Planning Committee Meeting Minutes

25 February 2021

MINUTES OF Central HAwkes Bay District Council
Finance and infrastructure Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 25 February 2021 AT 9.00am

PRESENT: Mayor Alex Walker

Cr Tim Aitken

Deputy Mayor Kelly Annand

Cr Gerard Minehan

Cr Brent Muggeridge (Chairperson)

Dr Roger Maaka

Cr Jerry Greer

Cr Kate Taylor (zoom)

Cr Exham Wichman

Cr Pip Burne

IN ATTENDANCE:

Monique Davidson (Chief Executive)

Nicola Bousfield (People and Business Enablement Manager)

Brent Chamberlain (Chief Financial Officer)

Kim Parker (Communications & Engagement Manager)

Darren de Klerk (Director Projects & Programmes)

1 Apologies

Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Doug Tate (Group Manager, Customer and Community Partnerships)

2 Declarations of Conflicts of Interest

Non

3 Standing Orders

Committee Resolution

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Gerard Minehan

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

· 20.2 Time limits on speakers

· 20.5 Members may speak only once

· 20.6 Limits on number of speakers

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

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

4 Confirmation of Minutes

Committee Resolution

Moved: Cr Jerry Greer

Seconded: Cr Exham Wichman

That the minutes of the Finance and Infrastructure Committee Meeting held on 8 October 2020 as circulated, be confirmed as true and correct.

Carried

5 Report Section

6.1 Finance and Infrastructure Committee Monitoring Report

PURPOSE

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

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Gerard Minehan

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

6.2 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 Exham Wichman

Seconded: Deputy Mayor Kelly Annand

PURPOSE

Recommendation

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

9.10 Carried

6.3 Funding Assistance Rate Rebate - NZTA

PURPOSE

The matter for consideration by the Committee is deciding where to apply the NZTA rebate of $279,973 refunded from a miscalculation of the funding assistance rate by NZTA.

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Gerard Minehan

That having considered all matters raised in the report:

a) ~~That the Committee allocate the rebated funds of $279,973.00 to replenish the Adverse Events Contingency~~

Change Resolution: The committee allocate the rebated funds of $279,973.00 to be held in reserve while officers explore for leveraging additional funding within the priorities of the Land Transport strategic framework

Additional resolution: That officers prepare for the next Finance and Infrastructure meeting, a report on the status and replenishment of the special funds for Land Transport.

Carried

6.4 Adoption of Sustainable Water Management Plan

PURPOSE

The matter for consideration by the Council is to adopt the Sustainable Water Management Plan.

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Jerry Greer

That having considered all matters raised in the report:

a) The Finance and Infrastructure Committee endorse and adopt the sustainable water management plan for implementation.

Carried

6.5 Preferred Option for Design and Construction of Kairakau Water Upgrade

PURPOSE

The matter for consideration by the Council is to provide Council with an update on the Kairakau Water System Upgrade and request approval from Council to progress with the options and recommendations developed following analysis of technical reviews, public and Iwi consultations.

Committee Resolution

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Pip Burne

That having considered all matters raised in the report:

a) The Finance and Infrastructure Committee approve Option 1 to upgrade and construct a water treatment plant to meet DWSNZ and safeguard ongoing water supply.

b) The Finance and Infrastructure Committee approve to locate the new treatment plant on land outlined in Scenario 2 – being to lease the existing Manawarakau Trust land neighbouring the existing spring and raw water storage

c) The Finance and Infrastructure Committee approve to increase the project budget to $850,000 using existing waters budgets and/ or Tranche One – 3 Waters stimulus funding while ensuring no impact on rates.

d) That officers do additional work on the removal of the hardness in the water to meet community outcomes and report back to the Finance and Infrastructure Committee for consideration as part of the Long Term Plan 2021 – 2031

e) That Council continue to monitor changes in regulations and guidance from Taumata Arawai on the roof water supply

Carried

6.6 Waipukurau Second Water Supply - Project Update

PURPOSE

Further to the Finance and Infrastructure decision 8 October 2020, the matter for consideration by the Committee is to receive a progress update on the project and endorse continuation of developing the intended Option Four Blue Route (the Waipawa / Waipukurau Link) into land access, due diligence, landowner compensation negotiation and continued detailed design.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Gerard Minehan

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

Carried

6.7 Key Project Status Report - BigWaterStory

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Exham Wichman

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

Carried

6.8 Key Project Status Report - BigWastewaterStory

PURPOSE

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

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

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

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Exham Wichman

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

Carried

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

1.1 - Electricity Supply Contract

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

Committee Resolution

That Council moves out of Open Council into Closed Council.

Moved: Cr Exham Wichman

Seconded: Cr Jerry Greer

Carried

1.1 Electricity Supply Contract

PURPOSE

The matter for consideration by the Council is to select Council’s preferred electricity supplier for the next three years.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Pip Burne

That having considered all matters raised in the report:

a) That Council receives the report entitled Electricity Supply Contract.

b) That Council accepts MBIE’s recommendation to enter into a three-year electricity supply agreement with Genesis Energy at the negotiated rates, ONLY IF MANAGEMENT ARE UNABLE TO SECURE COMPETITIVE RATES FROM CONTACT ENERGY FOR THE SAME PERIOD.

c) That Council delegates the authority to sign this contract to the Chief Executive Officer

Carried

6 Date of Next Meeting

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Jerry Greer

THAT the next meeting of the Central Hawke's Bay District Council FINANCE AND INFRASTRUCTURE be held on 22 April 2021.

Carried

7 Time of Closure

The Meeting closed at 12.25PM

The minutes of this meeting were confirmed at the Finance and Planning Committee Meeting held on 22 April 2021.

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CHAIRPERSON