Extraordinary Meeting of Council

Open Minutes

 

Meeting Date:

Friday 16 March 2018

Time:

8.30am – 8.52am

Venue

Council Chamber
Hawke's Bay Regional Council
159 Dalton Street
Napier

 

 

Present

The Mayor (In the Chair), Councillors Boag, Hague, Jeffery, McGrath, Price, Tapine, White, Wise and Wright

In Attendance

Chief Executive, Director Corporate Services, Director Community Services, Director Infrastructure Services, Director City Services, Director City Strategy, Chief Financial Officer, Manager Community Strategies, Corporate Planner, Senior Management Accountant

Administration

Governance Team

 


Extraordinary Meeting of Council - 16 March 2018 - Open Minutes

Apologies

Council resolution

Councillors Jeffery / Price

That the apology from Councillors Brosnan, Dallimore and Taylor be accepted.

 

Conflicts of interest

Nil

Public forum

Ken Crispin - Secretary, Citizen’s Environmental Advocacy Centre

 

Mr Crispin addressed Council as a resident of Clarence Cox Crescent and raised his concerns relating to excessive noise and pollution affecting residents living in close proximity to the expressway. He is seeking mitigation for noise, vibration and dust and requested council to approach central government on behalf of residents.

 

Mr Crispin tabled his presentation at the meeting, shown at Appendix One.

Announcements by the Mayor

The Mayor acknowledged the hard work of Council staff in producing the Long Term Plan documentation.

Announcements by the management

Nil


Extraordinary Meeting of Council - 16 March 2018 - Open Minutes

Agenda Items

 

1.    Direction for the Preparation of the Long Term Plan 2018-2028

Type of Report:

Legal and Operational

Legal Reference:

Local Government Official Information and Meetings Act 1987

Document ID:

455832

Reporting Officer/s & Unit:

Adele Henderson, Director Corporate Services

1.1   Purpose of Report

Council has been providing direction for the Long Term Plan 2018-28 through a series of workshops during late 2017 and early 2018.  This paper contains the recommendations and are being presented in a formal manner to Council for approval and adoption.

 

At the Meeting

There was no discussion on this item.

 

Council resolution

Councillors Wise / Hague

That Council

a.     Receive the report and confirm it as being a record for setting direction for the development of the Long Term Plan 2018-28.

 

 

 

2.    Report on the Long Term Plan Pre-Engagement Feedback 2018-2028

Type of Report:

Information

Legal Reference:

Local Government Official Information and Meetings Act 1987

Document ID:

455842

Reporting Officer/s & Unit:

Natasha Carswell, Manager Community Strategies

 

2.1   Purpose of Report

The purpose of this report is to present to Council the outcome of the 2018-28 Long Term Plan (LTP) pre-engagement process which was undertaken between June 2017 and August 2017.

 

At the Meeting

Council staff were congratulated on their efforts in this Long Term Plan pre-engagement process.

 

Council resolution

Councillors Jeffery / Wright

That Council

a.     Receive the Long Term Plan pre-engagement process report

b.     Note that its content has been considered in the development of the 2018-28 Long Term Plan Consultation document to be adopted by Council 10th April 2018

 

 

 

 

3.    Review of Fees and Charges 2018/19

Type of Report:

Legal and Operational

Legal Reference:

Local Government Official Information and Meetings Act 1987

Document ID:

455854

Reporting Officer/s & Unit:

Wayne Jack, Chief Executive

 

3.1   Purpose of Report

To consider the Fees and Charges for the year commencing 1 July 2018

 

At the Meeting

There was no discussion on this item.

 

Council resolution

Councillors Wise / Price

That Council

a.     Adopt the Schedule of Fees and Charges for 2018/19

 

 

 

 

 

 

 

4.    Adoption of 2018-2028 Long Term Plan Supporting Documents

Type of Report:

Legal and Operational

Legal Reference:

Local Government Official Information and Meetings Act 1987

Document ID:

455833

Reporting Officer/s & Unit:

Wayne Jack, Chief Executive

 

4.1   Purpose of Report

The purpose of this report is to bring all of this information together to demonstrate compliance with section 93 of Local Government Act 2002 (LGA) and for Council to confirm the policies and strategies that have already been adopted and adopt the remaining documents that will be available to the public during consultation.

 

Section 93G of the LGA states that before adopting a consultation document, the local authority must prepare and adopt the information that:

a. is relied on by the content of the consultation document

b. is necessary to enable the Auditor-General appointed auditor Audit New

     Zealand to give its opinion on the Consultation Document; and

c. provides the basis for the preparation of the long-term plan.

 

This report also seeks Council approval of the draft Consultation Document for audit review purposes. Following feedback from our auditors, Audit NZ, the Consultation Document will be brought back to Council for adoption at the Council meeting on 10 April 2018.

 

At the Meeting

The Mayor moved a substitute motion to the Officer’s recommendation to remove the draft Asset Management Plans, Statement of Reserve (special) Funds and Financial Prudence Benchmarks from the list of supporting documents for approval under this item, which then became the substantive motion.

It was noted that these documents will be reviewed and approved by Council at the meeting set down for 10 April 2018.

During discussion on this item the following points were noted:

·         It is too early at this stage to incorporate definitive wheelie bin costs. These figures will be added once this matter has been to Council.

·         As a cautionary measure, standard metrics are used across Councils in relation to borrowings and interest.

·         The new War Memorial structure will fall under this financial year.

·         “Alternative transport parking” relates to bike stands, bike trails etc.

 

Council was updated on the key concerns raised by the Audit and Risk Committee, namely:

·         Capital Plan and the significant projects noted in the early years of the plan.

·         Current construction industry pressures and whether the forecast increase of 2.2% will be adequate.

·         The volume and size of capital projects and Council’s ability to deliver on those, noting pressure on internal and external resources and how this will be managed.

 

Officer’s Recommendation

That Council

a.     Confirm the following information (previously adopted by Council) as supporting information for the Consultation Document for the Napier City Council 2018/19 to 2027/28 Long Term Plan:

·      Community Outcomes and Council Activities

·      Significance and Engagement Policy

 

b.     Approve the following documents as supporting information for the Consultation Document for the Napier City Council 2018/19 to 2027/28 Long Term Plan:

 

·      Groups of Activities Statements

·      Council Controlled Organisation (CCO) Statements

·      Statement on the development of Māori capacity to contribute to decision making

·      Capital Plan 2018-2028

·      Statement of Reserve Funds – to be tabled

·      Significant Planning Assumptions

·      Long Term Plan disclosure statement on financial prudence benchmarks including statement concerning balanced budget – to be tabled

·      Asset Management Plans for Water, Wastewater, Stormwater, Roading Asset Management Plans – to be tabled

·      Funding Impact Draft and Statement of Accounting Policies

·      Council Funding Policies

o   Investment Policy

o   Liability Management Policy

o   Revenue and Financing Policy

o   Rates Remission Policy

o   Rates Postponement Policy

o   Policy on Remission and Postponement of Rates on Māori Freehold Land

 

c.     Provide delegation to the Chief Executive to amend the supporting information documents and the Consultation Document as required to reflect necessary changes from the audit and ongoing review/refinement checks, noting that the final Consultation Document is subject to Council approval on 10 April 2018.

 

Substitute Motion; the new Substantive Motion

Mayor Dalton / Councillor White

That Council

a.     Confirm the following information (previously adopted by Council) as supporting information for the Consultation Document for the Napier City Council 2018/19 to 2027/28 Long Term Plan:

·      Community Outcomes and Council Activities

·      Significance and Engagement Policy

 

b.     Approve the following documents as supporting information for the Consultation Document for the Napier City Council 2018/19 to 2027/28 Long Term Plan:

 

·      Groups of Activities Statements

·      Council Controlled Organisation (CCO) Statements

·      Statement on the development of Māori capacity to contribute to decision making

·      Capital Plan 2018-2028

·      Significant Planning Assumptions

·      Funding Impact Draft and Statement of Accounting Policies

·      Council Funding Policies

o   Investment Policy

o   Liability Management Policy

o   Revenue and Financing Policy

o   Rates Remission Policy

o   Rates Postponement Policy

o   Policy on Remission and Postponement of Rates on Māori Freehold Land

 

c.     Provide delegation to the Chief Executive to amend the supporting information documents and the Consultation Document as required to reflect necessary changes from the audit and ongoing review/refinement checks, noting that the final Consultation Document is subject to Council approval on 10 April 2018.

 

 

 

Council Resolution

Mayor Dalton / Councillor White

That Council

a.     Confirm the following information (previously adopted by Council) as supporting information for the Consultation Document for the Napier City Council 2018/19 to 2027/28 Long Term Plan:

·      Community Outcomes and Council Activities

·      Significance and Engagement Policy

 

b.     Approve the following documents as supporting information for the Consultation Document for the Napier City Council 2018/19 to 2027/28 Long Term Plan:

 

·      Groups of Activities Statements

·      Council Controlled Organisation (CCO) Statements

·      Statement on the development of Māori capacity to contribute to decision making

·      Capital Plan 2018-2028

·      Significant Planning Assumptions

·      Funding Impact Draft and Statement of Accounting Policies

·      Council Funding Policies

o   Investment Policy

o   Liability Management Policy

o   Revenue and Financing Policy

o   Rates Remission Policy

o   Rates Postponement Policy

o   Policy on Remission and Postponement of Rates on Māori Freehold Land

 

c.     Provide delegation to the Chief Executive to amend the supporting information documents and the Consultation Document as required to reflect necessary changes from the audit and ongoing review/refinement checks, noting that the final Consultation Document is subject to Council approval on 10 April 2018.

 

   

 The meeting closed at 8.52am

 

 

Approved and adopted as a true and accurate record of the meeting.

 

 

Chairperson .............................................................................................................................

 

 

Date of approval ......................................................................................................................

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix One