EXTRAOrdinary Meeting of Council

Open Minutes

 

Meeting Date:

Monday 9 April 2018

Time:

3.00pm – 5.58pm

Venue

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

 

 

Present

The Mayor (In the Chair), Councillors Boag, Brosnan, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, Taylor, White, Wise [by phone, 3.31pm to 4.44pm] and Wright

In Attendance

Chief Executive, Director Corporate Services, Director Community Services, Director Infrastructure Services, Director City Services, Director City Strategy, Manager Communications and Marketing, Chief Financial Officer, Team Leader Policy Planning, Venues Manager, Marketing Manager, Manager Business Excellence and Transformation

 

Tony Porter – Chairman, Hawke’s Bay Airport Ltd

Sarah Park – Director, Hawke’s Bay Airport Ltd

Craig Daly – Coastal Hazards Strategy Assessment Panel

Simon Bendall – Coastal Hazards Assessment Panel

 

Administration

Governance Team


Ordinary Meeting of Council - 03 April 2018 - Open Minutes

Apologies

Nil

Conflicts of interest

Nil

Public forum

Annie Dundas – Hawke’s Bay Tourism

Ms Dundas noted that it was important to acknowledge the contribution of those who have gone before us, and a privilege to promote the Hawke’s Bay. She noted that the conference centre provides a venue that serves not only the community but the nation and beyond.

She provided statistics from recent conferences of attendee numbers and overall contribution to the Napier economy.

She asked that the building name become the “Napier War Memorial Conference Centre” in order to acknowledge the past and the future.

 

Kerryann Gibbs – Scenic Hotel Te Pania

Ms Gibbs stated her support for including “War Memorial” in the building name, and asked that the name become “Napier War Memorial Conference Centre” in recognition of the building’s history and its current contribution to economic growth.

 

Katie Nimon – Nimons

Ms Nimon advised that she is from the 5th generation of a family that has lived in the Hawke’s Bay for 113 years. She stated that she believed it was important to include “War Memorial” in the building name, but it was also important to state what business takes place there. She provided the example that people within the Hawke’s Bay may be on what business “Nimons” undertook, but those outside the region would be likely to.

She believed that it was important to represent the business as well as the people in the naming of the building.

 

Neil Barber – Art Deco Masonic Hotel

Mr Barber noted the importance of conferences and trade shows for the hotel, as these types of events tended to build within the ‘shoulder seasons’ of peak tourist bookings. He stated his preference that the name of the building be “Napier War Memorial Conference Centre”, reflecting both the business and the community.

 

Fiona Simon – Quest Hotel (statement)

In a statement read on behalf of Ms Simon who was unable to attend in person, the historical importance the war memorial was acknowledged. She stated a preference that the building name be “Napier War Memorial Conference Centre”, incorporating the past and future. This also clarified the business of the venue. It was noted that they were happy to update all their related collateral to reflect this change.

 

Grace Haden

Ms Haden stated that the building was not a commercial building, and it was important to honour the way the building had been originally obtained [as a community venue]. She believe it was time to honour the memorial and proposed an option for re incorporating the memorial emblems (Roll of Honour and eternal flame) close to the site. She reiterated that there was an obligation imposed by the government at the time of funding for construction that the venue not be a money making venture.

 

Craig Morley

Mr Morley said he did not believe that ‘conference’ was a necessary inclusion in the building name; that many businesses which host conferences and events do not have ‘conference’ in their facility name.

He noted that a War Memorial with conference facilities would be seen as a unique venue by those in the armed forces and those affiliated with RSAs.

He advised that public surveys undertaken showed little support for including ‘conference’ in the building name. The Whanganui War Memorial also held events in its hall and had experienced little negative impact from the recent name change.

 

June Graham

Ms Graham noted that the building was a place of great significance for the community, and that removing ‘War Memorial’ from the building name had been a mistake. She thanked Council for the recommendation to reinstate recognition of the memorial back into the name. She believed the cost of rectifying the name was irrelevant.

 

Charlotte Descamps

Ms Descamps noted that in the name “War Memorial” lay a continuing acknowledgement of our history. She noted that in Flanders, Belgium where she was raised memorials are sacred sites and are not changed to become commercial ventures, or removed.

She noted that at the time of removal of the memorial emblems that it had been commented that they would not be accessible to the public in the new building and challenged Council as to how they accessible they had been over the last 18 months in storage. She asked Council to listen to the people over commerce.

 

Jeremy Nash

Mr Nash advised that he felt sadness that an attempt has been made to quantify the impact and value of the lives of his family and other community members in financial terms. He spoke to his family history and strong association with the Hawke’s Bay region, including family involvement in lobbying for funding for the memorial.

He stated that the building was an asset held in trust by Council as war memorial and under the original terms laid down by the government of the time changes could not be made without an enabling Act of Parliament.

He noted that the building designed by Guy Natusch was an icon; it should be maintained as a war memorial.

 

John Purcell – President, Napier RSA

Mr Purcell stated that all war memorials are cultural assets and deserve to be maintained as such, He asked that signage be erected at the entrance to the building forecourt, reminding visitors of the original purpose and meaning of the building as a memorial and of the appropriate reverence associated with this.

He noted that contrary to what had been published the position of the Napier RSA was that the building name should be “Napier War Memorial Centre” with any reference to conferences included below and separate to the name.

 

Announcements by the Mayor

The Mayor advised the room that the meeting will be livestreamed to Council’s Facebook page and YouTube channel. Audio recordings may also be taking place.

 

Announcements by the management

Nil

Confirmation of minutes

Council resolution

Councillors Boag/ Price

That the Draft Minutes of the Ordinary meeting held on 20 February 2018 be confirmed as a true and accurate record of the meeting.

Carried

 

 

Council resolution

Councillors Taylor / Wright

That the Draft Minutes of the Ordinary meeting held on 16 March 2018 be confirmed as a true and accurate record of the meeting.

 

 

The meeting was adjourned briefly in order to ensure Cr Wise was able to connect into the proceedings.

Cr Wise joined the meeting by telephone at 3.31pm.


Ordinary Meeting of Council - 03 April 2018 - Open Minutes

Agenda Items

 

3.    Renaming Napier Conference Centre

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

452646

Reporting Officer/s & Unit:

Antoinette Campbell, Director Community Services

 

3.1   Purpose of Report

To provide Council with background information on the history of branding for the current Napier Conference Centre and to outline the risks and financial impacts of any change in branding to the facility recognising community feedback that has been provided.

 

At the Meeting

The item from the Strategy and Infrastructure Committee on 6 March 2018 was taken together with this item. Discussion on the matter is captured below.

 

Council resolution

Councillors Dalton / Jeffery

That Council

·      Note the content of this paper and consider any risks and financial impacts associated with a change in name from Napier Conference Centre.

 

 

 

Item from strategy & Infrastructure committee on 6 March 2018 - Name of the Conference Centre Building

Type of Report:

Procedural

Legal Reference:

N/A

Document ID:

449068

Reporting Officer/s & Unit:

Charles Ropitini, Strategic Māori Advisor

Antoinette Campbell, Director Community Services

 

1.1   Purpose of Report

To consider the name of the Napier Conference Centre building.

 

 

At the meeting

Substitute Motion – Mayor Dalton

A substitute motion to the Committee’s Recommendation was proposed, replacing Part a of the Recommendation of the Strategy and Infrastructure Committee on 6 March 2018, while retaining Part b (see table below).

Statements in support of the motion included the following points:

·         The removal of “War Memorial” from the building name had been an unintentionally disrespectful and offensive mistake, for which unreserved apologies were made. The Council as a whole agreed on the importance of reinstating this into the name. This motion would reinstate a former name of the building, under which the venue had operated without contention for 16 years.

·         It was important that not only the remembrance but also the purpose of the building be included in the name; similar examples given were the Hawke’s Bay Fallen Soldiers Memorial Hospital  and the Hastings and District War Memorial Library. 

·         The purpose of the building had only come under questioning following the removal of the war memorial emblems (Roll of Honour and the eternal flame); a separate project has been initiated this to address this.

·         There had been a significant investment made in ensuring that the conference centre was not only fit for purpose but a premier, state of the art facility; it would be irresponsible not to then market the venue in ways that would best promote the business, particularly to international vendors. It was noted that in Australia the inclusion of ‘conference’ was imperative in a venue’s title in promoting events related businesses.

·         There was no challenge from the community at the time of the renovations towards a state of the art conference facility; that would have been the opportunity to challenge the ‘commercialisation’ of the building.

·         ‘Centre’ alone, as opposed to ‘conference centre’ would not adequately reflect the status of the facilities; the Whanganui War Memorial Centre hosted events but does not have all the facilities that ‘conference centre’ would imply. This building does and it was important that this be adequately promoted.

·         Any loss of commercial bookings would place the venue’s ability to offer a community rate at risk.

·         Representatives of both local RSAs had made public statements to the effect that it was likely that their members would be able to accept the inclusion of the word ‘conference’ in the name or that the logic of not calling the building the ‘Napier War Memorial Conference Centre’ could not be seen.

·         It is easy to hold ‘commercialism’ as ‘bad’ and to position ‘community’ as its opposite and ‘good’; holding each concept not as opposites but balanced with each other was more difficult but an important part of a maturing as a city.

·         Many online survey respondents were from outside of Napier and not residents. Local polling of specific constituencies had resulted in support for the name ‘Napier War Memorial Conference Centre and it was important that local views be advocated for at the Council table.

Statements against the motion included the following points:

·         The building is first and foremost a memorial; any commercial considerations should be secondary to this. It was important that this purpose not be eroded away over time. Council had a responsibility as guardians of the memorials in its care.

·         The activities undertaken within the building are not limited to conferences. Keeping the name to ‘War Memorial Centre’ better reflects both the history of the building and the multiplicity of its uses. 

·         Clear support has been shown by survey respondents for the name ‘Napier War Memorial Centre’.

·         Marketing and web consultants spoken with have suggested that a negative impact from removing ‘conference’ from the name is unlikely; the example of the Whanganui War Memorial Centre was touched on, which continues to increase its annual bookings.

·         ‘Conference’ can remain at the forefront of marketing efforts but should remain separate to the building name.

·         From a procedural perspective, options and risks relating to a name change should have been outlined much earlier on in the discussion process.

This motion was lost.

Substitute Motion – Cr Wise

A second substitute motion was proposed, reflecting the Recommendation of the Strategy and Infrastructure Committee on 6 March 2018, and incorporating two further recommendations which become Parts c and d (refer table below). An amendment to Parts c and d was passed during discussion in order to clarify the sentiment of guardianship extended to the whole site, and in order to give reassurance to staff working in the conference centre that the business would remain an important consideration.

In response to clarifying questions from councillors Cr Wise noted:

·         There is no intention under this motion to remove the commercial activities currently underway from the building.

·         It was her belief that the Napier Conference Centre brand could continue to be connected to the War Memorial building site. The motion would not preclude sub-branding including ‘conference’ for the purposes of marketing.

·         The whole site was a memorial, not just the emblems, and was due appropriate recognition as such.

The discussion included the following points:

·         The ability to include ‘conference’ in promotion of the venue provided some level of assurance that any marketing impacts of the proposed name change would be lessened.

·         The building and the business needed to be ‘unpicked’; the ‘Napier Conference Centre’ business operated and could continue to operate within the ‘Napier War Memorial Centre’ building. Each is a separate entity, although linked through the location of the business.

·         The amendment to Part c of the motion was seen as important in allowing conference centre staff to continue to operate the business and plan for the future, and as reassurance that their jobs were not under threat through today’s decision.

 

Māori Consultative Committee's recommendation

Mr Aranui / Mayor Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 

 

Committee's recommendation

That Council

 

a.   Reinstates the words ‘War Memorial’ to the currently named Napier Conference Centre, the name becoming ‘Napier War Memorial Centre’.

 

b.   Resolve the building branding, including signage, forms part of the War Memorial design concepts being brought to Council in June 2018.

 

Mayor Dalton against

 

SUBSTITUTE MOTION

Mayor Dalton/ Councillor Jeffery

That Council

 

a.   Reinstates the words ‘War Memorial’ to the currently named Napier Conference Centre, the name becoming ‘Napier War Memorial Conference Centre’.

 

b.   Resolve the building branding, including signage, forms part of the War Memorial design concepts being brought to Council in June 2018.

 

6:7 LOST

 

SUBSTITUTE MOTION 2

Councillors Wise / White

That Council

 

a.     Reinstates the words ‘War Memorial’ to the currently named Napier Conference Centre, the name becoming ‘Napier War Memorial Centre’.

 

b.     Resolve the building branding, including signage, forms part of the War Memorial design concepts being brought to Council in June 2018.

 

c.     That the Napier Conference Centre is recognised as a key activity within the Napier War Memorial Centre.

 

d.     That Napier City Council develop a policy for the ongoing management of the War Memorial Centre to protect the site’s heritage and recognise the commemorative elements and community use of the facility.

 

 

AMENDMENT

Councillors Wise / White

That Council

 

a.     Reinstates the words ‘War Memorial’ to the currently named Napier Conference Centre, the name becoming ‘Napier War Memorial Centre’.

 

b.     Resolve the building branding, including signage, forms part of the War Memorial design concepts being brought to Council in June 2018.

 

c.     That the Napier Conference Centre is recognised and marketed as a key business activity within the Napier War Memorial Centre.

 

d.     That Napier City Council develop a policy for the ongoing management of the War Memorial Centre to protect the site’s heritage, recognising the commemorative elements and community use of the facility.

 

Carried

Council resolution

Councillors Wise / White

That Council

 

a.   Reinstates the words ‘War Memorial’ to the currently named Napier Conference Centre, the name becoming ‘Napier War Memorial Centre’.

 

b.   Resolve the building branding, including signage, forms part of the War Memorial design concepts being brought to Council in June 2018.

 

c.     That the Napier Conference Centre is recognised and marketed as a key business activity within the Napier War Memorial Centre.

 

d.     That Napier City Council develop a policy for the ongoing management of the War Memorial Centre to protect the site’s heritage, recognising the commemorative elements and community use of the facility.

 

 

 

Cr Wise left the meeting at 4.44pm

 

1.    Hawke's Bay Airport Limited - 2018/19 Draft Statement of Intent

Type of Report:

Enter Significance of Report

Legal Reference:

Enter Legal Reference

Document ID:

435702

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

1.1   Purpose of Report

To identify any changes or any comment Council wishes to make to Hawke’s Bay Airport Limited in regard to the 2018/19 Draft Statement of Intent.

 

At the Meeting

The two airport related items were taken together.

 

Half Yearly Report

Sarah Park of the Hawke’s Bay Airport Ltd Board spoke to the half yearly report, advising that the Airport continued in a strong financial position, 10% ahead of the previous year. It was noted that operating expenses have increased due to changing security expectations of the airport regulator, the CAA, as well some improvements to the carparking arrangements to provide a better service to customers. However passenger numbers continue to climb and revenue has continued to increase.

Almost $2M in capital investments have been made over the period; ARROW have now been appointed as primary consultants for the airport expansion project and have subcontracted a number of local businesses. It is anticipated that the Watchman Road project will be completed by the end of this year. 

On a more personal note the tragic loss of former CEO Nick Story was acknowledged. Stuart Ainslie has recently been appointed to the role of Chief Executive. The newly created CFO role has been accepted by Jeanette Yule, and the Operations Manager is now Gareth Mentzer.

 

Draft Statement of Intent

Tony Porter spoke to the draft Statement of Intent, noting the following:

·         Interest payments will become a larger outgoing; while revenue is forecast is continue its upwards trend, it is anticipated that the dividend will drop during this period of greater interest repayment.

·         The CE is currently in negotiations on landing fees which form a significant proportion of the revenue.

·         There has been delays to a couple of capital projects; that with most impact is the apron extension project. It would be desirable to have the assets in place as soon as possible as this would form a stronger base from which to attract greater business from Jetstar. It may be possible to redirect some funding from other work if the CAA adjusts the timing or scope of its security requirements.

·         More specific KPIs related to environmental impact will be incorporated into the next Statement of Intent. It is believed that a suitable replacement option for the current foam (which was identified as a carcinogenic risk by the EPA) has now been found. As the transition is worked through, it was confirmed that to the best of their knowledge, the current foam has never had to be used. It is securely stored to ensure that in the event of any leakage this is contained.

 

Council resolution

Councillors Hague / Jeffery

That Council

a.     Receive the 2018/19 Draft Statement of Intent of the Hawke’s Bay Airport Limited.

 

 

2.    Hawke's Bay Airport Limited - Half Year Report to 31 December 2017

Type of Report:

Enter Significance of Report

Legal Reference:

Enter Legal Reference

Document ID:

435704

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

2.1   Purpose of Report

To receive the half year report to shareholders from Hawke’s Bay Airport Limited to 31 December 2017.

 

At the Meeting

Please see above for the discussion on this item.

 

Council resolution

Councillors Taylor / Jeffery

That Council

a.     Receive the Hawke’s Bay Airport Limited half year report to shareholders, to December 2017.

 

 

4.    Submission of Remit application to LGNZ

Type of Report:

Legal

Legal Reference:

Sale and Supply of Alcohol Act 2012

Document ID:

461775

Reporting Officer/s & Unit:

Hayleigh Brereton, Manager Regulatory Solutions  

 

4.1   Purpose of Report

The purpose of this report is to confirm support from Council to seek a Local Alcohol Policy remit to amend the Sale and Supply of Alcohol Act 2012 so that Local Alcohol Policies are able to more accurately reflect local community views and preferences.

 

Local Government New Zealand (LGNZ) have invited member authorities to submit proposed remits for consideration at their Annual General meeting (AGM) to be held on 15 July 2018.

 

 

At the Meeting

It was noted that one intention of the Sale and Supply of Alcohol Act 2012 was to allow councils to develop a Local Alcohol Policy (‘LAP’) in consultation with their community; however many councils have found it difficult to finalise their LAP due to challenges from supermarkets and liquor stores to any restriction on trading hours.

Support in principle for the remit has been shown by Hastings District Council and it is anticipated that the remaining support required to take the remit to Local Government New Zealand (four further councils) will be gained at the upcoming LGNZ Zone 3 meeting.

 

Council resolution

Councillors Boag / Jeffery

That Council

a.     Approves the proposal to prepare a Remit application for an amendment to the Sale and Supply of Alcohol Act 2012 and to present this at the next Zone 3 Meeting with a view to engaging the support of the requisite five Councils in order to submit the application to LGNZ by 21 May 2018.

 

 

 

 

 


 

REPORT / RECOMMENDATIONS FROM THE STANDING COMMITTEES

 

Māori CONSULTATIVE COMMITTEE MEETING - 27 March 2018

 

Council resolution

Councillors Tapine / Dallimore

That the Māori Consultative Committee Minutes be received.

 

Note:       The Māori Consultative Committee Recommendations in relation to the Standing Committees items are recorded with each specific item.

 

 

Reports from Strategy and Infrastructure Committee held 6 March 2018

 

2.    Coastal Hazards Strategy

Type of Report:

Enter Significance of Report

Legal Reference:

Enter Legal Reference

Document ID:

449684

Reporting Officer/s & Unit:

Dean Moriarity, Team Leader Policy Planning

Caroline Thomson, Chief Financial Officer

 

2.1   Purpose of Report

To receive and consider the Clifton to Tangoio Coastal Hazards Strategy - Joint Committee’s (the Joint Committee) recommendation, on the final report of the Northern and Southern Cell Assessment Panels.

 

At the Meeting

Members of the Assessment Panels provided a brief presentation on the work that had been undertaken in drafting the Strategy and key factors and considerations taken into account during the process.

In response to questions from Councillors it was clarified that:

·         “Renourishment” involves rebuilding beaches and intertidal zones with sand and or gravels as appropriate.

·         The community has been involved in the drafting of the Strategy form the early stages, with a ‘bottom up’ approach being taken.

 

Māori Consultative Committee's recommendation

Mr Aranui / Mayor Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 

 

 

Committee's recommendation

That Council

 

a.     Receive the draft minutes of the Clifton to Tangoio Coastal Joint Committee 20 February 2018,

b.     Endorse the Report of the Northern and Southern Cell Assessment Panels and adopt the recommendations of this report,

c.     Agree to commence Stage 4 (Implementation) of the Clifton to Tangoio Coastal Hazards Strategy 2120, and

d.     Consider any funding implications during the Long Term Plan process. 

 

AMENDMENT

Councillors Dallimore / Jeffery

That Council

 

a.     Receive the draft minutes of the Clifton to Tangoio Coastal Joint Committee 20 February 2018,

b.     Endorse the Report of the Northern and Southern Cell Assessment Panels and adopt the recommendations of this report,

c.     Agree to commence Stage 4 (Implementation) of the Clifton to Tangoio Coastal Hazards Strategy 2120, and

d.     Consider any funding implications during the Long Term Plan process. 

e.     Hold workshops to enable Council to further understand the Panel’s recommendations.

 

Carried

 

 

 

 

Council resolution

Councillors Dallimore / Hague

That Council

 

a.     Receive the draft minutes of the Clifton to Tangoio Coastal Joint Committee 20 February 2018,

b.     Endorse the Report of the Northern and Southern Cell Assessment Panels and adopt the recommendations of this report,

c.     Agree to commence Stage 4 (Implementation) of the Clifton to Tangoio Coastal Hazards Strategy 2120, and

d.     Consider any funding implications during the Long Term Plan process. 

e.     Hold workshops to enable Council to further understand the Panel’s recommendations.

 

 

 

3.    Traffic Safety Improvements - Jervoistown

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

448099

Reporting Officer/s & Unit:

Robin Malley, Team Leader Transportation

 

3.1   Purpose of Report

To provide an update to Council on the consultation process undertaken with the Jervoistown community regarding road safety issues; and to recommend the installation of traffic calming features on Jervois Road and Napier Street in response.

 

 

At the meeting

There was no discussion on this item.

 

Māori Consultative Committee's recommendation

Mr Aranui / Mayor Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 

 

Council resolution

Councillors Taylor / Price

That Council

 

a.     Notes the results of engagement with the Jervoistown community

 

b.     Approves the installation of a series of traffic calming features on Jervois Road and Napier Street.

 

 

4.    20 & 21 Chambers Street, land legalisation - land to be declared road

Type of Report:

Legal

Legal Reference:

Public Works Act 1981

Document ID:

448863

Reporting Officer/s & Unit:

Bryan Faulknor, Manager Property

Jenny Martin, Property and Facilities Officer

 

4.1   Purpose of Report

To obtain a formal declaration from Council under Section 114 of the Public Works Act 1981 that the land in question be declared road.

 

At the Meeting

There was no discussion on this item.

 

Māori Consultative Committee's recommendation

Mr Aranui / Mayor Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 


 

 

Council resolution

Councillors Brosnan / White

a.     That Council resolve to re-approve, under Section 114 of the Public Works Act 1981, to declare the land in the Schedule below to be road.

 

Schedule

 

Hawkes Bay Land District – Napier City

 

Area

Legal Description

Part of Certificate of Title

0.0053 ha

Section 1 SO Plan 511878

HB A3/562

0.0122 ha

Section 3 SO Plan 511878

Proc 179673, HB W3/362

 

 


 

Reports from Audit and Risk Committee held 15 March 2018

 

1.    Insurance Arrangements

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

433370

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

1.1   Purpose of Report

To receive an update from JLT our insurance brokers on the key issues to the Local Government Sector and to consider insurance requirements for Napier City Council for the upcoming financial year 2018/19

 

 

At the meeting

 

There was no discussion on this item.

 

Council resolution

Councillors Wright / Hague

a.     That the presentation by JLT be received.

b.     That the Committee make recommendations on changes (if any) regarding the appropriateness of the proposed cover for 2018/19.

 

 

2.    Reappointment of Chair and Independent Member

Type of Report:

Information

Legal Reference:

Enter Legal Reference

Document ID:

434449

Reporting Officer/s & Unit:

Adele Henderson, Director Corporate Services

 

2.1   Purpose of Report

To advise the reappointment of John Palairet, Chair and Geoff Foster, Independent Member to the Audit and Risk Committee from January 2018 until February 2019.

 

 

 

 

At the Meeting

 

There was no discussion on this item.

 

Council resolution

Councillors Wright / Hague

a.     The reappointment of John Palairet, Chair and Geoff Foster, Independent Member to the Audit and Risk Committee be received.

 

 

3.    Draft Long Term Plan 2018-28 Underlying Documents

Type of Report:

Operational

Legal Reference:

Local Government Act 2002

Document ID:

433361

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

3.1   Purpose of Report

That the Committee review and provide feedback to Council on the Long Term Plan 2018-28 underlying documents prior to the final adoption of the reports.

 

 

At the Meeting

 

There was no discussion on this item.

 

Council resolution

Councillors Wright / Hague

That the Committee

a.     Receive the Long Term Plan 2018-28 underlying documents

·      Significance and Engagement  Policy

·      Significant Planning assumptions

·      Capital Plan

·      Community Outcomes

·      Contribution to decision-making processes by Māori

·      Council controlled organisations

·      Draft Infrastructure Strategy

·      Draft Financial Strategy

·      Statement of Accounting Policies

·      Prospective Financial Statements

·      Draft Funding Impact Statement

·      Financial Prudence benchmarks

·      Council Funding Policies

 

b.     Document feedback from the review of these documents to be provided to the next available Council meeting.

 

 

4.    Risk Management Report March 2018

Type of Report:

Information

Legal Reference:

N/A

Document ID:

433364

Reporting Officer/s & Unit:

Rachael Horton, Manager Business Excellence & Transformation

Caroline Thomson, Chief Financial Officer

Adele Henderson, Director Corporate Services

 

4.1   Purpose of Report

To provide the Audit and Risk Committee (Committee) with an update on progress with risk management work and to report on the highest rated risks.

 

 

At the Meeting

 

There was no discussion on this item.

 

Council resolution

Councillors Wright / Hague

That the Committee

a.     Note the risk management work being undertaken by the NCC Risk Committee

b.     Receive the reports titled: NCC Risk Maturity Roadmap and Highest rated risks report 2 March 2018.

 


 

5.    Health and Safety Report ending 28 February 2018

Type of Report:

Information

Legal Reference:

N/A

Document ID:

441796

Reporting Officer/s & Unit:

Sue Matkin, Manager People & Capability

 

5.1     Purpose of Report

To provide the Napier City Council Health & Safety report as at 28 February 2018 for the Committee’s review.

 

 

At the Meeting

 

There was no discussion on this item.

Council resolution

Councillors Wright / Hague

That the Committee:

a.     Receive the Napier City Council Health and Safety report as at 28 February 2018.

 

 

6.    Investment and Debt Report

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

433362

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

6.1   Purpose of Report

To consider the snapshot report on Napier City Council’s Investment and Debt as at 28 February 2018. 

 

 

At the Meeting

 

There was no discussion on this item.

 

 

Council resolution

Councillors Wright / Hague

That the Committee

a.     Receive the snapshot report on Napier City Council’s Investment and Debt as at 28 February 2018

 

 

7.    Sensitive Expenditure - Mayor and Chief Executive

Type of Report:

Operational and Procedural

Legal Reference:

N/A

Document ID:

450263

Reporting Officer/s & Unit:

Talia Foster, Corporate Accountant

Caroline Thomson, Chief Financial Officer

 

7.1   Purpose of Report

To provide the information required for the Committee to review Sensitive Expenditure of the Mayor and Chief Executive for compliance with Council’s Sensitive Expenditure Policy.

 

 

At the Meeting

 

There was no discussion on this item.

 

Council resolution

Councillors Wright / Hague

That the committee

a.     Receive the report of Sensitive Expenditure for the Mayor and Chief Executive and review for compliance with the Sensitive Expenditure Policy.

 


 

8.    Audit Arrangements for Year Ending June 2018

Type of Report:

Operational

Legal Reference:

Local Government Act 2002

Document ID:

433369

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

8.1   Purpose of Report

To outline the audit arrangements for the audit of the Napier City Council for the year ending 30 June 2018.

 

 

At the Meeting

 

There was no discussion on this item.

 

Council resolution

Councillors Wright / Hague

That the Committee

a.     Receive the audit arrangements for the year ending 30 June 2018 as set out in the audit arrangement letter from Audit New Zealand.

 

 


 

Reports from Finance Committee held 20 March 2018

 

1.    Hawkes Bay Local Authority Shared Services - Structure change

Type of Report:

Legal

Legal Reference:

Local Government Official Information and Meetings Act 1987

Document ID:

447078

Reporting Officer/s & Unit:

Adele Henderson, Director Corporate Services

 

1.1   Purpose of Report

To propose the legal structure of Hawke’s Bay Local Authority Shared Services Limited (HBLASS) become dormant in order to focus attention and resources on the purpose of HBLASS and reduce compliance costs for all the councils.

 

At the Meeting

There was no discussion on this item.

Māori Consultative Committee's recommendation

Mr Aranui / Mayor Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 

Council resolution

Councillors White / Hague

That the Council:

a.     Agree HBLASS, as a legal entity will be dormant in the short term; with the ability for the legal entity able to be reactivated in the future.

b.     Note that the dormant status of HBLASS is effective on receipt of agreement by all members of the Board.

c.     Note that the decision on the dormant status of HBLASS will be determined by the majority of councils.

d.     Note that each Council will continue its participation in a Collaborative approach that has proven effective in a pilot: Hawke’s Bay Councils delivering Service and Value.

e.     That the Councils approve the exemption of HBLASS from the Council Controlled Organisation requirements (Local Government Act Section 7(3))

f.     Note that each Council will actively support shared and common goal setting, decision-making, resourcing including financial contribution, staff and communication.

NEW ITEM: Representation Review - Additional options

Type of Report:

Information

Legal Reference:

Local Electoral Act 2001

Document ID:

461856

Reporting Officer/s & Unit:

Jane McLoughlin, Team Leader Governance

Rachael Horton, Manager Business Excellence & Transformation

 

5.1   Purpose of Report

To provide information to Elected Members on additional options for their consideration for the Representation Review.  

 

At the Meeting

This item of additional information was taken in concert with Item 2 from the Finance Committee Meeting of 20 March 2018.

It was noted that at the Finance Committee meeting of 20 March 2018, many councillors had observed that while they felt that the current mixed system was reasonably successful, there were some shortcomings such as single-member wards. This additional information item presented the analysis of another mixed-system option.

 

Council resolution

Councillors Dalton / Hague

That Council

 

a.     Note the additional Representation Review options:

(i)    Moving Awatoto into Ahuriri Ward, and Tamatea South into Taradale Ward:

·      of a mixed system with eight Elected Members split over three Wards and four at large Elected Members (outlined in table 2)

·      of a ward-only system with 8 or 12 Elected Members in total (outlined in tables 3-4)

(ii)    In addition to the above movements of suburbs, move Poraiti and Meeanee into Ahuriri Ward:

·      of a mixed system with nine Elected Members split over three wards and 3 at large Elected Members (outlined in table 7)

·      of a ward-only system with 12 Elected Members in total (outlined in table 8). 

 

b.     Note the importance of ensuring effective representation for communities of interest.

 

 

2.    Representation Review

Type of Report:

Legal

Legal Reference:

Local Electoral Act 2001

Document ID:

441536

Reporting Officer/s & Unit:

Jane McLoughlin, Team Leader Governance

Rachael Horton, Manager Business Excellence & Transformation

 

2.1   Purpose of Report

To determine Council’s initial proposal for representation arrangements for the 2019 and 2022 elections.

 

 

At the Meeting

In discussion, many councillors noted that the current mixed-system is reasonably successful, while recognising the benefits of a ward-only system identified through the analysis of Napier’s electoral history and feedback from the pre-engagement surveys of the public.

An opposing view noted that the ward-only system identified as the recommended option through the analysis process was the most fait and effective form of representation, particularly for areas with traditionally lower voter turn-out, and areas of higher deprivation.

It was noted that there is a high level of recognition amongst the community as to their ward, and other ways of ‘cutting’ these felt clumsy.

It was cautioned that Council need to ensure their focus clearly remains on finding the best way to that the community may be represented; the public perception should not be one of ‘patch protection’.

The relative costs and benefits of ward candidacies and at-large candidacies were discussed briefly, noting that the cost of running a ward-based campaign tends to be lower overall.

It was noted that only one proposal can be consulted on.

 

Māori Consultative Committee's recommendation

Mr Aranui / Mayor Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 


 

 

Council resolution

Councillors Price / McGrath

That Council:

 

Approve the initial proposal for representation arrangements for the 2019 and 2022 elections, and that the proposal be distributed for public consultation, that initial proposal being:

 

a.     retain the status quo of representation arrangements as they currently stand; 12 Elected Members, current ward structure, mixed system of six Elected Members at large, and six Elected Members elected via wards

 

b.     the total number of Elected Members is 12 and the Mayor

 

c.     that there be no community boards within Napier City. 

 

Carried

Crs Boag and Tapine against

 

3.    Financial Forecast to 30 June 2018

Type of Report:

Enter Significance of Report

Legal Reference:

Enter Legal Reference

Document ID:

445812

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

3.1   Purpose of Report

To report to Council the financial forecast to the 30 June 2018 for the whole of Council.

 

 

At the Meeting

There was no discussion on this item.

 

Māori Consultative Committee's recommendation

Councillor Tapine / Mayor Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 

Council resolution

Councillors White / Taylor

That the Committee

a.     Receive the financial forecast to 30 June 2018.

 

 

4.    Hawke's Bay Museums Trust - Draft Statement of Intent 2018 - 20

Type of Report:

Enter Significance of Report

Legal Reference:

Enter Legal Reference

Document ID:

435714

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

4.1   Purpose of Report

To provide the draft Statement of Intent 2018 – 20 for the Hawke’s Bay Museums Trust to Council for its consideration as part of the reporting requirements for council-controlled organisations.

 

 

At the Meeting

There was no discussion on this item.

 

Māori Consultative Committee's recommendation

Councillor Tapine / Mayor Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 

Council resolution

Councillors White / Taylor

That Council

a.     Receive the Hawke’s Bay Museums Trust Draft Statement of Intent 2018 - 20 and provide any feedback to the Trust for their consideration.

 

 

5.    Hawke's Bay Museums Trust - Half Yearly Report to 31 December 2017

Type of Report:

Enter Significance of Report

Legal Reference:

Enter Legal Reference

Document ID:

435717

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

5.1   Purpose of Report

To provide the half-yearly report for 2017/18 for the Hawke’s Bay Museums Trust for adoption.

 

 

At the Meeting

There was no discussion on this item.

 

Māori Consultative Committee's recommendation

Councillor Tapine / BD Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 

Council resolution

Councillors White / Taylor

That Council

a.     Receive the half-yearly report for 2017/18 from the Hawke’s Bay Museums Trust.

 


 

6.    Quarterly Report for the six months ended 31 December 2017

Type of Report:

Enter Significance of Report

Legal Reference:

Enter Legal Reference

Document ID:

446664

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

6.1   Purpose of Report

To consider the Quarterly Report for the six months ended 31 December 2017.

 

 

At the Meeting

There was no discussion on this item.

Māori Consultative Committee's recommendation

Councillor Tapine / Mayor Dalton

That the Council resolve that the Committee’s recommendation be adopted.

Carried

 

 

Council resolution

Councillors White / Taylor

That the Committee

a.     Receive the Quarterly Report for the six months ended 31 December 2017.

 

 


Ordinary Meeting of Council - 03 April 2018 - Open Minutes

Reports Under Delegated Authority

 

1.    Tenders Let

Type of Report:

Information

Legal Reference:

N/A

Document ID:

461714

Reporting Officer/s & Unit:

Sarah Ashworth, PA to Chief Executive

 

1.1   Purpose of Report

To report Tenders Let under delegated authority to 15 March 2018.

 

At the Meeting

There was no discussion on this item.

 

 

Officer’s Recommendation

That Council

 

a.     Note that there were no tenders let during this reporting period.

 

 

 

2.    Official Information Requests to 26 March 2018

Type of Report:

Information

Legal Reference:

Local Government Official Information and Meetings Act 1987

Document ID:

461721

Reporting Officer/s & Unit:

Sarah Ashworth, PA to Chief Executive

 

2.1   Purpose of Report

To present the year to date Official Information Request statistics.

 

At the Meeting

There was no discussion on this item.

 

Council resolution

Councillors Price / Hague

That Council

 

a. Receive the report Official Information Requests to 26 March 2018.

 

 

 

3.    Resource Consents

Type of Report:

Information

Legal Reference:

Building Act 2004

Document ID:

461726

Reporting Officer/s & Unit:

Sarah Ashworth, PA to Chief Executive

 

3.1   Purpose of Report

To present the report on Resource Consents issued under delegated authority for the period 2 February 2018 to 14 March 2018.

 

At the Meeting

In response to questions from Councillors it was clarified that:

·         Council is involved in high level dialogue with Housing NZ over their location planning for new units; this has resulted in some positive changes to the original proposals.

·         The Housing NZ plan does ensure that housing is spread across the city in a “pepper pot” fashion rather than congregated together in one area.

·         The units are smaller in size to meet the largest demand which is currently for single men and smaller families.

 

Council resolution

Councillors Price / Hague

That Council

 

a.     Receive the report Resource Consents issued for the period 2 February 2018 to 14 March 2018.

 

 


 

4.    Schedule of Documents Executed Under Seal

Type of Report:

Information

Legal Reference:

N/A

Document ID:

461735

Reporting Officer/s & Unit:

Sarah Ashworth, PA to Chief Executive

 

4.1   Purpose of Report

To report of documents executed under seal from 8 February to 23 March 2018

 

At the Meeting

There was no discussion on this item.

 

Council resolution

Councillors Price / Hague

That Council

 

a.     Receive the Report of Documents Executed Under Seal from 8 February to 23 March

 

 

 

  

 


Ordinary Meeting of Council - 03 April 2018 - Open Minutes

PUBLIC EXCLUDED ITEMS

 

Council resolution

Councillors Boag / Price

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

 

Reports from Strategy and Infrastructure Committee held 6 March 2018

1.         Reappointment of Chair to Hawke's Bay Museums Trust

2.         Council Projects Fund - Application

Reports from Audit and Risk Committee held 15 March 2018

1.         Internal Audit Data Analytics - Management Actions

Reports from Finance Committee held 20 March 2018

1.         Digital Equity for All - Te Papa Partnership

 

The general subject of each matter to be considered while the public was excluded, the reasons for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution were as follows:

General subject of each matter to be considered.

Reason for passing this resolution in relation to each matter.

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information where the withholding of the information is necessary to:

Ground(s) under section 48(1) to the passing of this resolution.

48(1)(a) That the public conduct of the whole or 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:

Reports from Strategy and Infrastructure Committee held 6 March 2018

1.  Reappointment of Chair to Hawke's Bay Museums Trust

7(2)(a) Protect the privacy of natural persons, including that of a deceased person

48(1)A That the public conduct of the whole or 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:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

2.  Council Projects Fund - Application

7(2)(i) Enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

48(1)A That the public conduct of the whole or 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:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

Reports from Audit and Risk Committee held 15 March 2018

1.  Internal Audit Data Analytics - Management Actions

7(2)(a) Protect the privacy of natural persons, including that of a deceased person

48(1)A That the public conduct of the whole or 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:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

Reports from Finance Committee held 20 March 2018

1.  Digital Equity for All - Te Papa Partnership

7(2)(i) Enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

48(1)A That the public conduct of the whole or 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:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

 

The meeting moved into Committee at 5.58pm

 

 

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

 

 

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

 

 

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