Meeting Date:

Tuesday 15 May 2018

Time:

3.00pm

Venue:

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

Council Members

Mayor Dalton (In the Chair), Councillors Boag, Brosnan, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, Taylor, White, Wise and Wright

Officer Responsible

Chief Executive

Administrator

Governance Team

Next Council Meeting

Tuesday 26 June 2018

Officer’s Recommendation

That Council

a.     Enter into a ground lease, pursuant to Section 73(3) of the Reserves Act 1977, with the Royal New Zealand Plunket Trust for the land occupied by the outdoor play area at Onekawa Park for a term of approximately eight years with one 15 year right of renewal.

Mayor’s Recommendation

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

Officer’s Recommendation

That Council

a.     Approve a ground lease, under Section 54 of the Reserves Act 1977, with the Napier City Petanque Club Incorporated for a term of fifteen years with one fifteen year right of renewal.

Mayor’s Recommendation

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

Officer’s Recommendation

That Council:

a.     Receive the unconfirmed minutes of the Hawke’s Bay Drinking Water Governance Joint Committee from 24 October 2017.

b.     Receive the unconfirmed minutes of the Hawke’s Bay Civil Defence Emergency Management Group meeting from 27 November 2017.

Mayor’s Recommendation

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

Māori Consultative Committee Recommendation

That the Māori Consultative Committee recommendations be adopted.

At the Māori Consultative Committee meeting

Council are aware that the biggest issue for some of the community is the continuation of chlorination; however this is a public health directive. Options for provision of dechlorinated water have been proposed through the Long Term Plan consultation. Filters are also available from large retailers; Council would not be able to subsidise these. 

Cr Boag joined the meeting at 3.19pm.

A brief discussion was had as to whether filters could be built into new state houses.

It was noted that due to the purity of our water very little chlorination is required, and the greater part of the community have accepted it.

Māori Consultative Committee's recommendation

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

Committee's recommendation

The Finance Committee:

a.     Note that

·      Substantial progress has been made in addressing the condition of the bore headworks.

·      Progress has been made with the Water Safety Plan Improvement Plan.

·      Chlorination will continue for the Napier water supply.

At the Māori Consultative Committee meeting

The Mayor noted that the report demonstrates the incredible level of progress made over the last nine months.

Māori Consultative Committee's recommendation

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

Committee's recommendation

That the Committee

a.     Receive the Quarterly Report for the nine months ended 31 March 2018.

At the Māori Consultative Committee meeting

The Manager Community Strategies spoke briefly to the paper, noting that a variety of funding is being applied for to ensure that particular projects are able to continue in a sustainable way.

Māori Consultative Committee's recommendation

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

Committee's recommendation

That Council

a.     Approve the applications being made to external funding providers for grants for the following projects:

·      Napier City Council New Year’s Eve event 2018/19

·      Positive Ageing Strategy

·      Rangatahi Summit

Officer’s Recommendation

That Council:

a.   Receives the report Official Information Requests 27 March 2018 to 2 May 2018.

Officer’s Recommendation

a.   Receive the report Tenders Let under delegated authority to 28 April 2018

Officer’s Recommendation

That Council

a.   Receive the report on Resource Consents issued under delegated authority for the period 15 March – 20 April 2018.

Officer’s Recommendation

That Council

a.   Receive the Report of Documents Executed Under Seal for the period 26 March to 11 May

Date

Document

Presenting Officer

23/03/18

Ahuriri land Co Easement – Waghorn St

Colin Hunt

19/04/18

94 Clarence Cox Cres – Sewerage Easement

Colin Hunt

19/04/18

253 Kennedy Rd – Sewerage Easement

Colin Hunt

19/04/18

1 Ferguson Ave, Westshore - Freeholding

Jenny Martin

26/04/18

240 and 250 Guppy Road, Greenmeadows – Sewerage Easement

Paul O’Shaughnessy

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:

Agenda Items

1.  Lease of Ocean Boulevard parking facilities

7(2)(h) Enable the local authority to carry out, without prejudice or disadvantage, commercial activities

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 Finance Committee held 1 May 2018

1.  Bad Debt Write Off

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.  Creative Communities Funding 2018

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.

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

Council resolution

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

Council resolution

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

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

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.

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

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

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

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

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

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

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.

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

That Council

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

At the Meeting

Please see above for the discussion on this item.

Council resolution

That Council

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

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

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.

Council resolution

That the Māori Consultative Committee Minutes be received.

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

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

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

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

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.

At the meeting

There was no discussion on this item.

Māori Consultative Committee's recommendation

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

Council resolution

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.

At the Meeting

There was no discussion on this item.

Māori Consultative Committee's recommendation

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

Council resolution

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

At the meeting

There was no discussion on this item.

Council resolution

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.

At the Meeting

There was no discussion on this item.

Council resolution

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

At the Meeting

There was no discussion on this item.

Council resolution

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.

At the Meeting

There was no discussion on this item.

Council resolution

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.

At the Meeting

There was no discussion on this item.

Council resolution

That the Committee:

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

At the Meeting

There was no discussion on this item.

Council resolution

That the Committee

a.     Receive 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

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.

At the Meeting

There was no discussion on this item.

Council resolution

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.

At the Meeting

There was no discussion on this item.

Māori Consultative Committee's recommendation

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

Council resolution

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.

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

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.

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

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

Council resolution

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. 

At the Meeting

There was no discussion on this item.

Māori Consultative Committee's recommendation

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

Council resolution

That the Committee

a.     Receive the financial forecast to 30 June 2018.

At the Meeting

There was no discussion on this item.

Māori Consultative Committee's recommendation

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

Council resolution

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.

At the Meeting

There was no discussion on this item.

Māori Consultative Committee's recommendation

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

Council resolution

That Council

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

At the Meeting

There was no discussion on this item.

Māori Consultative Committee's recommendation

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

Council resolution

That the Committee

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

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.

At the Meeting

There was no discussion on this item.

Council resolution

That Council

a. Receive the report Official Information Requests to 26 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

That Council

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

At the Meeting

There was no discussion on this item.

Council resolution

That Council

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

Council resolution

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

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.

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

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

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

Present

The Mayor (In the Chair), Councillors Boag, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, Taylor, White 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, Manager Community Strategies, Corporate Planner, Senior Management Accountant, Accounting Manager, Communications Specialist, Corporate Services Administrator

Administration

Governance Team

Council resolution

That the apology from Councillors Brosnan and Wise be accepted.

At the Meeting

The elected members congratulated council officers involved in the preparation of the 2018-28 Long Term Plan and consultation document.

The Mayor spoke to the consultation document and noted that the Long Term Plan is Council’s key strategic document which sets out the vision for the city and underpins what we do and why we are doing it. Prior to reviewing the Long Term Plan, the following key points were identified as important to the community through early consultation:

·         More places to go, and things to do,

·         A city that looks after our locals,

·         A safe city,

·         A new pool, and

·         A Council that takes care of our environment.

The agreed Council outcomes for this plan were outlined as being:

·         A vibrant, innovative city for everyone,

·         Excellence in infrastructure and public services for now and in the future,

·         A sustainable city,

·         A council that works with and for the community, and

·         A safe and healthy city that supports community wellbeing.

It was believed that the Council has achieved a good balance and produced an ambitious but achievable 2018-28 Long Term Plan. All projects and spend are linked to Council outcomes and what the community have highlighted as their priorities.

Through the Long Term Plan, Council has committed to improving the resilience of the water network. Following the recommendations of the Havelock North Water Inquiry Stage 2 report, and at the direction of the Ministry of Health and the District Health Board, Napier has been chlorinating their network. Council has planned to build an automated system to replace the current expensive manual system, as well as two additional treatment plants. Consultation is also underway in relation to de-chlorination water stations.

It was noted that other projects to be consulted on include:

·         A new pool

·         Implementing the Ahuriri Masterplan

·         The National Aquarium of New Zealand Expansion project

·         Selling non-strategic leasehold land where an alternative viable option is available.

The Mayor reiterated that Council has started, and will end, the Long Term Plan with no external debt. This is a reflection of Napier City Council’s balance between rates funded activities and utilising other revenue streams.

Consultation on the Long Term Plan will commence on Friday, 13 April 2018.

Following questions from Councillors, the Chief Executive and Director Corporate Services clarified the following:

·         Audit have approved the consultation document.

·         It was agreed that the wording under MTG Hawkes Bay (page 171) can be amended to note that a new offsite storage facility will be reviewed if the opportunity arises.

·         ‘BOOT’ is an acronym for ‘Build-Own-Operate-Transfer’.

·         Council officers are comfortable with the interest rate of 3.5%, noting there is the option to review if needed.

·         The target of 11 events for McLean Park includes the Magpies and Central Districts games. 

·         The affordability index is set at 100% to standardise Council’s key measures and ensure they are comparable with other councils. It is a statutory requirement that the maximum level must be articulated through the plan.

ACTION

Council officers will follow-up and provide councillors with the following information:

o   the number of ratepayers currently opting to use the rates postponement policy (page 57), and

o   the risk related insurance value.

Council resolution

That Council:

a.     Adopt the following documents as supporting information for the Consultation Document for the Napier City Council 2018-28 Long Term Plan:

·      Council Controlled Organisations

·      Council Funding and Financial Policies:

­         Revenue and Financing Policy

­         Liability Management Policy

­         Investment Policy

­         Rates Remission Policy

­         Rates Postponement Policy

­         Policy on Remission and Postponement of Rates on Māori Freehold Land

·      Significant Planning Assumptions

·      Council Financial Statements:

­         Statement of Accounting Policies

­         Prospective Statement of Comprehensive Revenue and Expense

­         Prospective Statement of Financial Performance

­         Prospective Statement of Changes in Equity

­         Prospective Statement of Financial Position

­         Prospective Statement of Cash Flows

­         Prospective Statement of Changes in Reserve Funds

·        Funding Impact Statement (Whole of Council)

·        Capital Programme

·        Financial Prudence Benchmarks

·        Financial Strategy

·        Infrastructure Strategy

·        Activity Groups (Statements including FIS)

b.     Adopt as a separate consultation item the Draft Development and Financial Contributions Policy.

c.     Approve the Consultation Document for Napier City Council 2018-28 Long Term Plan for public consultation.

d.     Note that these policies and financial statements are subject to corrections of grammatical errors, minor changes and any changes arising from the consultation and audit processes.

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

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

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

Present

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

In Attendance

Chief Executive, Director Corporate Services, Director Community Services, Director Infrastructure Services, Director City Strategy, Manager Communications and Marketing, Manager Regulatory Solutions, Manager Property, Manager Business Excellence & Transformation, Team Leader Policy Planning

Administration

Governance Team

Council resolution

That the apology from Councillor Wise and the apology for lateness from Councillor Boag be accepted.

Council resolution

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

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:

Agenda Items

1.  231 HASTINGS STREET - SURPLUS LAND

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.

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

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

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