Minutes of Finance and Infrastructure Committee Meeting

Finance and Infrastructure Committee Meeting Minutes

7 October 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, 7 October 2021 AT 9.00am

PRESENT: Mayor Alex Walker (Apology)

Cr Tim Aitken

Deputy Mayor Kelly Annand

Cr Gerard Minehan

Chairperson Brent Muggeridge

Dr Roger Maaka (Apology)

Cr Jerry Greer (Apology)

Cr Kate Taylor

Cr Exham Wichman (Apology)

Cr Pip Burne

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

Monique Davidson (Chief Executive)

Nicola Bousfield (Group Manager, People and Business Enablement) Via Zoom

Brent Chamberlain (Chief Financial Officer) Via Zoom

Darren de Klerk (Director Projects and Programmes) via Zoom

Caitlyn Dine (Governance and Support Officer)

1 Karakia

Cr Taylor lead the Karakia

2 Apologies

Committee Resolution

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Pip Burne

That the apology of Mayor Walker, Dr Maaka, Cr Wichman and Cr Greer be noted.

Carried

3 Declarations of Conflicts of Interest

NIL

4 Standing Orders

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Deputy Mayor Kelly Annand

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

· 20.2 Time limits on speakers

· 20.5 Members may speak only once

· 20.6 Limits on number of speakers

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

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

Carried

5 Confirmation of Minutes

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Tim Aitken

That the minutes of the Finance and Infrastructure Committee Meeting held on 12 August 2021 as circulated, be confirmed as true and correct.

Carried

6 Report Section

6.1 Resolution Monitoring Report

PURPOSE

The purpose of this report is to present to the Committee the Finance and Infrastructure Resolution Monitoring Report. This report seeks to ensure the Committee has visibility over work that is progressing, following resolutions from Council.

Committee Resolution

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Pip Burne

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

Carried

Mrs Davidson presented this report.

Cr Muggeridge noted that the item Draft Financial Report and Carry Forwards for the 2020/2021 Financial Year should be noted as Completed as the annual plan has been adopted.

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: Cr Pip Burne

Seconded: Cr Tim Aitken

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

Carried

Motion

Moved: Chairperson Brent Muggeridge

Seconded: Cr Kate Taylor

That Council urgently seek Waka Kotahi investment and decisions into safety concerns of two ket intersections in Waipawa and Waipukurau, and note Councils grave concerns about the lack of urgency on this matter.

CARRIED

Mrs Davidson presented this report.

6.3 Key Project Status Report - BigWaterStory

PURPOSE

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

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: Cr Gerard Minehan

Seconded: Cr Kate Taylor

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

Carried

Mr de Klerk presented this report.

6.4 Key Project Status Report - BigWasteWaterStory

PURPOSE

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: 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.

6.5 Summary of Annual Community Halls Meeting

PURPOSE

The purpose of this report is to present to Council for its receipt the annual reports from each of the district’s rural halls covering the period 1 July 2020 – 30 June 2021.

Committee Resolution

Moved: Cr Tim Aitken

Seconded: Cr Kate Taylor

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

Carried

Mrs Leaf presented this report.

6.6 Elected Members Expenses for July 2021 to August 2021

PURPOSE

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

Committee Resolution

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Gerard Minehan

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

Carried

Mr Chamberlain presented this report.

6.7 Review of Terms of Reference for the Hawkes Bay Drinking Water Governance Joint Committee

PURPOSE

The purpose of this report is to seek a resolution to disestablish the Hawke’s Bay Water Governance Joint Committee.

Committee Resolution

Moved: Cr Kate Taylor

Seconded: Cr Pip Burne

That having considered all matters raised in the report:

a) That the Committee receives the “Review of Terms of Reference for the Hawke’s Bay Drinking Water Governance Joint Committee” report.

b) That the Committee Recommends to Council that:

a. The Hawke’s Bay Drinking Water Governance Joint Committee be disestablished, having concluded the functions for which it was set up, and that governance oversight of drinking water safety be transferred to the Regional Leaders’ Forum.

b. The Hawke’s Bay Drinking Water Joint Working Group be retained and report directly to the Regional Leaders’ Forum, with a report on its future institutional and administrative support to be prepared for consideration and approval by the Regional Leaders’ Forum.

Carried

Mr Lloyd presented this report.

Meeting adjourned for a morning tea break at 10:20am

Meeting resumed at 10:45am into public excluded business.

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution

Moved: Deputy Mayor Kelly Annand

Seconded: Cr Kate Taylor

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
7.1 - 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 - Receipt of and Confirmation of Legal Approach - Waipukurau Centennial Library and Waipukurau Memorial Hall	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
7.3 - Acquisition of Land for the provision of a Pound Facility.	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)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

6 Date of Next Meeting

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Deputy Mayor Kelly Annand

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

Carried

2 Time of Closure

The Meeting closed at Meeting closed 11:59am.

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

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CHAIRPERSON