Agenda of Finance Committee

Finance Committee - 24 July 2018 - Open Agenda

Finance Committee

Open Minutes

Meeting Date:	Tuesday 1 May 2018
Time:	3.00pm
Venue	Council Chamber Hawke’s Bay Regional Council 159 Dalton Street Napier

Present	Mayor Dalton, Councillor Hague (In the Chair), Councillors Boag, Brosnan, Dallimore, Jeffery, McGrath, Price, Tapine, Taylor, White and Wright
In Attendance	Director City Strategy (Acting Chief Executive), Director Corporate Services, Director Community Services, Director Infrastructure Services, Director City Services, Manager Communications and Marketing, Chief Financial Officer, Manager Business Excellence and Transformation, Manager Asset Strategy, Community Funding Advisor
Administration	Governance Team

Apologies

Councillors Price / McGrath

That the apology from Kirsten Wise be accepted.

Carried

Conflicts of interest

Nil

Public forum

Nil

Announcements by the Mayor

Nil

Announcements by the Chairperson

Nil

Announcements by the management

Nil

Confirmation of minutes

Councillors Brosnan / Taylor

That the Minutes of the meeting held on 20 March 2018 were taken as a true and accurate record of the meeting.

Carried

Notification and justification of matters of extraordinary business

(Strictly for information and/or referral purposes only).

Agenda Items

1. Water Supply Update

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	465890
Reporting Officer/s & Unit:	Chris Dolley, Manager Asset Strategy

1.1 Purpose of Report

To provide an update to Council on:

- Program of work to improve security of source.

- Progress of the Water Safety Plan Improvement Plan.

At the Meeting

Security of Headworks

Following the self-assessment in July 2017, a large amount of work has been undertaken on the bore headworks, redesigning and lifting many above ground to ensure their security. Through this process, a number of other actions have been identified and initiated to further improve the water network, including asset inspections, addressing geotechnical aspects of the aquifers, and correcting the few instances where wastewater infrastructure has been laid in too close proximity to potable water piping.

Water Safety Plan

It was noted that the Water Safety Plan is an iterative document, regularly updated in conjunction with the Drinking Water Assessor and fully reviewed very three years. Since the last update to Council, three projects have now been completed. Some rescheduling of others has been required due to lack of resource availability.

Thompson Road site

In response to questions from councillors it was clarified that the Thompson Road site is a reservoir; all the T bores are in the Taradale area. Fencing options are being looked at for the site, to ensure both the security of the site and people’s safety.

General

It was noted that the report is a comprehensive one and very useful information for the public to keep up-to-date with work underway in the water space.

It was requested that a map be provided with future reports to clarify the locations of sites under discussion (such as the T bores).

It was noted that the seismic assessment of reservoir assets has been programmed for next financial year.

Committee's recommendation

Councillors Price / Brosnan

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.

Carried

2. Quarterly Report for the nine months ended 31 March 2018

Type of Report:	Operational
Legal Reference:	Local Government Act 2002
Document ID:	466202
Reporting Officer/s & Unit:	Caroline Thomson, Chief Financial Officer

2.1 Purpose of Report

To consider the Quarterly Report for the nine months ended 31 March 2018.

At the Meeting

In response to questions from councillors it was clarified that:

· Some additional works were required to the next stage of the Parklands development which delayed the issuing of the as-builts; these included levelling bulk earthworks and ensuring that the capacity of underground utilities was such that there was no unintended limitation on future development created at this point in the process.

· A specific report will be brought back to Council advising on the status of the Parklands development.

· ‘on-call’ funding has been set at the current levels based on current Council policy and posited timing of projects. Now that the Long term Plan has been reviewed the project timing is more specifically allocated and funding availability can be adjusted accordingly.

· Ways of better communicating to Councillors upcoming events that Council has contributed sponsorship towards will be actioned; it was noted by councillors that it is useful to know this information in advance both as an opportunity to share the upcoming event and also to ensure that funding is being provided to a wide variety of types of events.

Committee's recommendation

Councillors Taylor / Boag

That the Committee

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

Carried

3. Grant Applications for External Funding

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	460290
Reporting Officer/s & Unit:	Belinda McLeod, Community Funding Advisor

3.1 Purpose of Report

a) To seek approval to apply for external funding to support three projects:

· New Year’s Eve event for 2018-2019.

· Napier Positive Ageing Strategy.

· Rangatahi Summit.

At the Meeting

There was no discussion on this item.

Committee's recommendation

Councillors Wright / White

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

Carried

PUBLIC EXCLUDED ITEMS

Councillors White / Wright

That the public be excluded from the following parts of the proceedings of this meeting, namely:

1. Bad Debt Write Off

2. Creative Communities Funding 2018

Carried

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

The meeting moved into committee at 3.13pm

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

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

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

Committee Members	Councillor Wise (In the Chair), Mayor Dalton, Councillors Boag, Brosnan, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, White and Wright
Officer Responsible	Director Corporate Services
Administration	Governance Team
	Next Finance Committee Meeting Tuesday 4 September 2018

Meeting Date:	Tuesday 24 July 2018
Time:	3.00pm
Venue:	Council Chamber Hawke’s Bay Regional Council 159 Dalton Street Napier