Ordinary Meeting of Council

Open Agenda

 

Meeting Date:

Tuesday 16 April 2019

Time:

3.00pm

Venue:

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

 

 

Council Members

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

Officer Responsible

Chief Executive

Administrator

Governance Team

 

Next Council Meeting

Tuesday 28 May 2019

 

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

ORDER OF BUSINESS

Apologies

Mayor Dalton

Conflicts of interest

Public forum

Announcements by the Acting Mayor

Announcements by the management

Confirmation of minutes

That the Draft Minutes of the Ordinary Meeting of Council held on Tuesday, 5 March 2019 be confirmed as a true and accurate record of the meeting...................................................................................... 96

That the Draft Minutes of the Extraordinary Meeting of Council held on Friday, 15 March 2019 be confirmed as a true and accurate record of the meeting............................................................................. 126

That the Draft Minutes of the Extraordinary Meeting of Council held on Tuesday, 2 April 2019 be confirmed as a true and accurate record of the meeting............................................................................. 134

Agenda items

1      Ford Road Extension - Land Legalisation........................................................................ 4

2      Council Projects Fund - Application................................................................................. 9

3      Terms of Reference Update - Māori Consultative Committee........................................ 33

4      Joint Council Waste Futures Project Steering Committee - Minutes.............................. 36

5      Hawke's Bay Drinking Water Governance Joint Committee - Minutes........................... 42

6      HB Crematorium Committee - Minutes.......................................................................... 48  

Reports / Recommendations from the Standing Committees

Reports from Māori Consultative Committee held 9 April 2019....................................... 54

Reports from Strategy and Infrastructure Committee held 19 March 2019

1      Napier Aquatic Centre Development: Completing LTP Caveats.................................... 55

2      Leases of Reserves - Napier Free Kindergarten Association Incorporated.................... 57

3      Lease of Reserve - Maraenui Rugby & Sports Association Incorporated....................... 58

4      Plastic Recycling........................................................................................................... 59

Reports from Audit and Risk Committee held 28 March 2019

1      Annual Plan 2019/20 Underlying Documents................................................................ 61

2      Risk Management Report March 2019.......................................................................... 62

3      Risk Management - Insurance Arrangements............................................................... 64

4      Risk Management - Business Continuity Plan Update................................................... 65

5      Health and Safety Report.............................................................................................. 66

6      External Accountability - Investment and Debt Report................................................... 67

7      External Audit - Audit Arrangements for Year Ending 30 June 2019.............................. 68

Reports from Finance Committee held 2 April 2019

1      Hawke's Bay Airport Ltd Half Year Report to 31 December 2018.................................. 69

2      Elected Members' Remuneration - 2019 Information Update......................................... 70

3      Quarterly Report for the six months ended 31 December 2018..................................... 71

4      Consent to land being declared road............................................................................. 72

Reports from Community Services Committee held 2 April 2019

1      Submission of Remit Application to Local Government New Zealand – Housing  (Decision of Council)      73

2      Submission of Remit Application to Local Government New Zealand - Liability to

        Building Defects Claims  (Decision of Council).............................................................. 74

3      Support of Hastings District Council Remit Application to Local Government New Zealand - Alcohol Harm  (Decision of Council)..................................................................................................... 75

4      Hawke's Bay Museums Trust Collection Management Agreement................................ 76

5      Regional Indoor Sports and Events Centre (RISEC) Trustees (laid on table with a new report to come back to Council at a later date).................................................................................................. 77

6      Safer Napier programme - annual update..................................................................... 78

Reports under delegated authority

1      Tenders Let.................................................................................................................. 79

2      Resource Consents...................................................................................................... 80

3      Documents Executed under Seal.................................................................................. 85

4      Official Information Requests........................................................................................ 87

Public excluded ............................................................................................................. 93

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 1

Agenda Items

1.    FORD ROAD EXTENSION - LAND LEGALISATION 

Type of Report:

Legal

Legal Reference:

Public Works Act 1981

Document ID:

723251

Reporting Officer/s & Unit:

Bryan Faulknor, Manager Property

 

1.1   Purpose of Report

To seek resolutions pursuant to the Public Works Act 1981 to declare certain land a road and land as a severance. This is required to complete land legalisation matters relating to the Ford Road Extension project.

 

Officer’s Recommendation

That Council:

a.     Resolve, pursuant to Section 114 of the Public Works Act 1981, to consent to the land described in Schedule 1 below to be declared a road and vested in the Council.

b.     Resolve, pursuant to Section 119 of the Public Works Act 1981, to consent to the land described in Schedule 2 below to be declared taken and vested in the Council as severance.

 

SCHEDULE 1

Hawkes Bay Land District - Napier City

Area (hectares)

Legal Description

Identifier

0.0198

Section 2 SO Plan 453204

Part CFR 386409

0.3998

Section 3 SO Plan 453204

Part CFR 386410

0.0588

Section 6 SO Plan 453204

CFR HBV1/660

0.0054

Section 7 SO Plan 453204

Part CFR 209528

0.2343

Section 8 SO Plan 453204

Part CFR HBH2/1500

0.0612

Section 10 SO Plan 453204

Part CFR HBE4/998

 

SCHEDULE 2

Hawkes Bay Land District - Napier City

Area (hectares)

Legal Description

Identifier

0.0096

Section 9 SO Plan 453204

Part CFR HBE4/998

 

Acting Mayor’s Recommendation

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

1.2   Background Summary

For a number of years complicated land legalisation issues have been progressively dealt with relating to the Ford Road Extension to the east of Mitre 10.

An aerial view showing the general area subject to the land legalisation is shown as attachment A.

By Agreement dated 22 March 2011, the then owners of 69 Ford Road agreed to the acquisition by the Council of an area subsequently defined as Section 3 on SO Plan 453204 for road.  It was agreed Section 5 on SO Plan 453204 (which would be separated from the rest of the property by the road) be vested in the Council as severance.  Compensation has been paid to those previous owners.

A Compensation Certificate and Caveat is registered against the title for 69 Ford Road.

By Agreement dated 23 December 2011, the owners of 180 Prebensen Drive agreed to the acquisition by the Council of an area subsequently defined as Section 2 on SO Plan 453204 for road. Compensation has been paid.

A Compensation Certificate is registered against the title for 180 Prebensen Drive.

In addition to those parcels of land described above, land already vested in Council was to be taken for road – specifically drain reserves and land held by Council for drainage purposes and described as Sections 6, 7, 8 and 10 on SO Plan 453204.  The land described as Section 9 on SO Plan 453204 was to remain vested in Council as severance.

The roading works have been completed. 

Due to a number of complicating factors, legalisation of the roading and vesting of severance was not finalised on completion of the roading works. All agreements and consents have now been obtained from all affected parties and it is now necessary to conclude matters.

 

1.3   Issues

There are no issues.

1.4   Significance and Engagement

N/A

1.5   Implications

Financial

There are no financial implications, all compensation for land acquisitions have been paid in prior years from the project budget.

Social & Policy

N/A

Risk

N/A

1.6   Options

The options available to Council are as follows:

a.     To pass the required resolutions to enable land legalisation to be completed (Preferred option).

b.     To decline to pass the required resolutions.

1.7   Development of Preferred Option

The requirement to pass the resolutions is simply related to finalising land legalisations for a project where the physical works are complete.

 

1.8   Attachments

a     Aerial view showing general area subject to land legalisation

b     Title Plan SO453204   


Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 1

Attachments a

 

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Ordinary Meeting of Council - 16 April 2019 - Attachments

 

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Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 2

2.    Council Projects Fund - Application

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

723391

Reporting Officer/s & Unit:

Natasha Carswell, Manager Community Strategies

 

2.1   Purpose of Report

This report requests Council to make a decision on whether or not to fund a proposal from Citizens Advice Bureau Napier (CAB) from the Council Projects Fund.

 

Officer’s Recommendation

That Council:

a.     Approve the assessment recommendation to provide a one off grant from the Council Projects Fund of $30,000 plus GST from the Council Projects Fund 2019/20 allocation, to support CAB to remain in its CBD location temporarily until it can co-locate with the Napier Library.

 

Acting Mayor’s Recommendation

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

2.2   Background Summary

The Council Project Fund has an annual allocation of $200,000 so it can consider funding significant projects (over $30,000) that arise outside of annual plan or long term plan processes.

Council agreed that proposals must align with one or more of the following priorities:

·     Respond to an identified need or issue

·     Promote economic, social, environmental or cultural development

·     Is innovative and/or experimental

·     Is a strategic investment

        Proposals are assessed on a case by case basis.  This is not a contestable fund. 

In this financial year, Council used part of the funding to support projects that came through the Long Term Plan submission process.  It also allocated some of the fund to pay for the costs of the War Memorial consultation process. 

There is $19,800 available in the 2018/19 allocation.

Council assisted CAB to move, along with two other tenants, to their current location when the Community Hub building was sold.  Initially, the intent was for CAB to move to the Taradale Community Rooms which was undergoing a major refurbishment, until such time it could be co-located in the new Napier Library (yet to be built).  It was agreed that the Taradale location would not be ideal but it was the only solution at the time as finding a CBD location that was affordable was not successful at the time.

 

However, at CAB’s request, Council approached the Landlord of the new temporary premises in Hastings Street to ascertain whether a longer term lease could be entered into between them and CAB. The Landlord confirmed it could continue to offer the lease at a subsidised rate for another two years for CAB. Following the two-year period, they would undertake a market rental assessment and apply it to any further term.

CAB approached Council for support to remain in its current location.  Council has undertaken to support this request in principle.

2.3   Issues

There is not enough funding available in the allocation to approve this grant in the 2018/19 year.  However, CAB do not require this funding until July so any approval should be made out of the 2019/20 allocation.  As the minimum funding request is $30,000, no further applications will be considered until 2019/20.  The remaining balance of $19,800 will be carried forward. 

This would be the third grant made from the 2019/20 allocation by Council.  The other two grants are as follows:

·     Taradale Community Pool Trust Board ($50,000)

·     Toimata Foundation – Enviroschools project ($15,000pa for three years – 2019/20 is the second year)

Approving the CAB request along with the above grants will leave a fund allocation balance of $124,800 for distribution in 2019/20 (includes $19,800 carry forward).

2.4   Significance and Engagement

This is an operational matter not requiring consultation.

2.5   Implications

Financial

There is sufficient funding to support this proposal.

Social & Policy

The proposal supports the delivery of the CAB service in a central, easily accessible and high profile site enabling great access for the community to advice and services.

Risk

Ongoing operational costs are not eligible for funding from this allocation.  This request is seen as a one-off project grant to support the CAB to remain in its current location until it co-locates with the Library service in a new building, as such it is seen as a strategic investment.

Further funding for rental costs, would however, been seen as ongoing operational costs, and would not be eligible.  The cost of the lease is likely to rise significantly after two years.  CAB will need to be prepared to seek alternative sources of funding should it remain in the Hastings Street site after the two year lease period.

2.6   Options

The options available to Council are as follows:

a.     Decline the proposal

b.     Approve the proposal as recommended in the assessment report (preferred option)

2.7   Development of Preferred Option

The proposal was assessed against the following criteria

·     Community need

·     Community benefit

·     Capability and capacity of the applicant (and any partners)

·     Link with the Fund’s priorities and Council’s outcomes

 

It is recommended that a grant of $30,000 plus GST is provided from the 2019/20 allocation as a one off payment to cover the additional rental costs as outlined in the proposal from CAB, ensuring it is clear that any further funding required would need to be derived from other funding sources.

 

2.8   Attachments

a     CAB Assessment

b     CAB Proposal

c     CAB Performance Report 2018

d     Council Projects Fund - Information Sheet   


Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 2

Attachments a

 

 

COUNCIL PROJECT GRANT

ASSESSMENT

Name of Organisation:

 

Citizens Advice Bureau Napier

Assessed by:

Peer Reviewed by:

Natasha Carswell

Michele Grigg

Date:

 

6 April 2019

Funding Amount Requested:

 

$30,000 + GST

Project Summary:

Council assisted CAB to move, along with two other tenants, to their current location when the Community Hub building was sold.  Napier City Council leased the current location on a temporary basis until 20 April 2019.  Initially, the intent was for CAB to move to the Taradale Community Rooms which was undergoing a major refurbishment, until such time it could be co-located in the new Napier Library (yet to be built).  It was agreed that the Taradale location would not be ideal but it was the only solution at the time as finding a CBD location that was affordable was not successful at the time.

 

However, at CAB’s request Council approached the Landlord of the new temporary premises to ascertain whether a longer term lease could be entered into between them and CAB.  The Landlord confirmed it could continue to offer the lease at a significantly subsidised rate for another two years for CAB.  Following the two-year period, they would undertake a market rental assessment and apply it to any further term.

 

Organisation:

Legal entity status: Incorporated Society

Financial information:  The 2018 year end accounts show an operating surplus of $10,225.  Most expenses relate to staff and volunteer costs ($60,975), with the remainder being largely office operating costs ($23,764).

Correct information provided?     YES  / NO / Incomplete

Comment:

Council provides an annual grant of $39,400pa, reviewed every three years and increased annually with CPI. This grant includes a component for rent but it is not enough to cover the cost to extend the current lease.  CAB applies to the Community Services Grants scheme and last year was granted $4,100 for volunteer costs. A grant of $4,200 has been made out of the Community Development Project grants to cover the rental shortfall from April to July.  CAB will contribute to some of the increased rent but is seeking $30,000 to cover the shortfall over the two years.

 

Capability and Capacity:

CAB Napier has been in operation since 1986.  It is part of a national network of bureaux and is required to comply with National Standards.  It is governed by a Board who employ two staff and support and train 50 volunteers.  The volunteer programme is well managed with a structured approach to training and recruitment. 

CAB Napier consistently meets its accountability requirements for other Council funding including meeting the agreed outcomes and deliverables.

 

Need for the project:

CAB offer an accessible service for all.  While they have a number of channels for people to access information including web services and telephone, face to face access has remained important, particularly for their JP and Legal services.  The location of the offices is therefore very important.   The National office has guidelines around building and location suitability including aspects such as profile, accessibility, links to transport and other services (particularly other government and community services) etc.

 

While a ground floor location is the most suitable, as long as there is sufficient profile at street level and ease of access, upper floor levels are adequate.

 

Relocating to the Hasting St office has seen an increase in face to face engagement from the previous year.

 

Benefit to the community:

The service itself provides advice, support and services to the whole of the Napier community.  The CAB is a recognised and trusted brand with an international profile.  Over 7000 enquiries were dealt with last year about a range of issues from consumer and employment rights, family and personal issues, housing, right through to financial and legal issues.  Over half of the enquiries last year were complex in nature requiring a full consultation.  These services are offered free to the community.

 

Link to Council Fund Priorities

Supporting CAB to remain in its current location allows it to contribute more fully to the following Fund priorities:

·      Respond to an identified need or issue – locating the CAB in the CBD has already resulted in an increase in access for the community with a rise in the enquiry level.

·      Promote economic, social, environmental or cultural development – CAB provides advice so people can help themselves, and advocacy for those who don’t have the capacity to help themselves.  CAB note trends in the social landscape and contribute to national policy development through its national body.

 

Recommendation:

While ongoing operational costs are not eligible for funding from the Council Projects Fund, a one-off grant to cover the shortfall of rent so the CAB can remain in the CBD is identified as a strategic investment.  Council supports the CAB being located in the new Library building so it can contribute to a new library service that collaborates with organisations to provide a range of services for the community – this partnership will contribute to the vision of the Library acting as a community hub in the future. 

It is recommended that a grant of $30,000 is provided to contribute to the additional costs for the CAB to remain in the CBD for a period of two years, with a view for it to co-locate with the Library.  No further rental costs can be granted through this funding mechanism given that ongoing operational costs are not eligible for funding.

 

 


Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 2

Attachments b

 

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Ordinary Meeting of Council - 16 April 2019 - Attachments

 

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Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 2

Attachments d

 

 

 


Council Project Grant

 

INFORMATION

 

 

Purpose

An allocation of $200,000 has been provided to contribute to the costs of community projects that are not eligible for other grants available through Council funding schemes, either because they do not fit the criteria or exceed the grant amount usually provided for such projects.

 

Priorities

Priority will be given to projects and initiatives that align with one or more of the following:

·    Respond to an identified need or issue

·    Promote economic, social, environmental or cultural development

·    Are innovative and/or experimental

·    Contribute to the vibrancy of the city

·    Are a strategic investment

 

Eligibiilty

Initiatives must be targeted to Napier residents.  Priority will be given to projects from Napier-based organisations.  Proposals for $30,000 or above are eligible for funding. 

 

What Will Not Be Funded

·    Expenditure already incurred

·    Building maintenance

·    Deposit, loan or debt repayments

·    Bank or lawyers fees

·    Fundraising

·    Organisatonal operating costs (such as salaries, power, rent, telephone costs)

·    Proposals requesting less than $30,000

 

 

Make A Proposal

A project proposal form is available from the Community Services team communityservices@napier.govt.nz.  The fund is available until the allocation is expended.

 

 

Decisions

All eligible proposals are assessed and forwarded to Council for decision.

 

Further Information

Our team are happy to answer any questions you may have and can assist with your proposal.  Please contact us on 834 4114 or email us at communityservices@napier.govt.nz


Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 3

3.    Terms of Reference Update - Māori Consultative Committee

Type of Report:

Operational

Legal Reference:

Local Government Official Information and Meetings Act 1987

Document ID:

724566

Reporting Officer/s & Unit:

Devorah Nícuarta-Smith, Team Leader Governance

 

3.1   Purpose of Report

To seek confirmation from Council for a minor wording update to the Terms of Reference for the Māori Consultative Committee.

 

Officer’s Recommendation

That Council:

a.     Approve the update of the Terms of Reference for the Māori Consultative Committee.

 

Acting Mayor’s Recommendation

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

3.2   Background Summary

The Māori Consultative Committee is a legislated body, comprised of appointed external members, including the Chair, and one elected member (although the Mayor regularly attends the meeting and is able to participate as a member).

The Committee has responsibilities under the Local Government Act 2002, and is currently Council’s only governance structure which directly considers a mana and tāngata whenua perspective on Council business, although operational engagement takes place in a variety of ways through other channels.

In order to better reflect actual practice and bring this Terms of Reference in line with the enabling focus of the terms of references for Council’s other committees, it is proposed that a minor update be made to affirm that the Committee has the ability to make recommendations to Council (as per Attachment A).

3.3   Issues

No issues

3.4   Significance and Engagement

This is an operational matter and it is not believed that wider consultation is required. It does not trigger the Significance and Engagement Policy.

3.5   Implications

Financial

N/A

Social & Policy

N/A

Risk

N/A

3.6   Options

The options available to Council are as follows:

a.     To accept the proposed update to the Māori Consultative Committee Terms of Reference

b.     To retain the status quo for the Terms of Reference.

3.7   Development of Preferred Option

It is recommended that the update be accepted as it better reflects the mandate of the Committee.

 

3.8   Attachments

a     Terms of Reference - proposed changes tracked   


Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 3

Attachments a

 

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Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 4

4.    Joint Council Waste Futures Project Steering Committee - Minutes

Type of Report:

Information

Legal Reference:

N/A

Document ID:

725089

Reporting Officer/s & Unit:

Cheree Ball, Governance Advisor

 

4.1   Purpose of Report

To present to Council the unconfirmed minutes of the Joint Council Waste Futures Project Steering Committee meeting held on 22 March 2019.

 

Officer’s Recommendation

That Council:

a.     Receive the unconfirmed minutes of the Joint Council Waste Futures Project Steering Committee meeting held on 22 March 2019.

 

Acting Mayor’s Recommendation

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

4.2   Background Summary

The Joint Council Waste Futures Project Steering Committee met on 22 March 2019; the unconfirmed minutes of the meeting are shown at Attachment A.

4.3   Issues

N/A

4.4   Significance and Engagement

N/A

4.5   Implications

N/A

4.6   Options

The options available to Council are as follows:

a.     To receive the draft minutes

4.7   Development of Preferred Option

N/A

 

4.8   Attachments

a     Joint Council Waste Futures Project Steering Committee minutes - 22 March 2019   


Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 4

Attachments a

 

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Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 5

5.    Hawke's Bay Drinking Water Governance Joint Committee - Minutes

Type of Report:

Information

Legal Reference:

N/A

Document ID:

725084

Reporting Officer/s & Unit:

Cheree Ball, Governance Advisor

 

5.1   Purpose of Report

To present to Council the unconfirmed minutes of the Hawke’s Bay Drinking Water Governance Joint Committee meeting held on 7 November 2019.

 

Officer’s Recommendation

That Council:

a.     Receive the unconfirmed minutes of the Hawke’s Bay Drinking Water Governance Joint Committee meeting held on 7 November 2019.

 

Acting Mayor’s Recommendation

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

5.2   Background Summary

The Hawke’s Bay Drinking Water Governance Joint Committee met on 7 November 2019; the unconfirmed minutes of the meeting are shown at Attachment A.

5.3   Issues

N/A

5.4   Significance and Engagement

N/A

5.5   Implications

N/A

5.6   Options

The options available to Council are as follows:

a.     To receive the draft minutes.

 

5.7   Attachments

a     HB Drinking Water Governance JC minutes - 7 November 2018   


Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 5

Attachments a

 

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Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 6

6.    HB Crematorium Committee - Minutes

Type of Report:

Information

Legal Reference:

N/A

Document ID:

725074

Reporting Officer/s & Unit:

Cheree Ball, Governance Advisor

 

6.1   Purpose of Report

To present to Council the unconfirmed minutes of the Hawke’s Bay Crematorium Committee meeting held on 8 April 2019.

 

Officer’s Recommendation

That Council:

a.     Receive the unconfirmed minutes of the Hawke’s Bay Crematorium Committee meeting held on 8 April 2019.

 

Acting Mayor’s Recommendation

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

6.2   Background Summary

The Hawke’s Bay Crematorium Committee met on 8 April 2019, the unconfirmed minutes of the meeting are shown at Attachment A.

6.3   Issues

N/A 

6.4   Significance and Engagement

N/A

6.5   Implications

Financial

N/A

Social & Policy

N/A

Risk

N/A

6.6   Options

The options available to Council are as follows:

a.     To receive the draft minutes.

 

6.7   Attachments

a     Minutes HB Crematorium Committee - 8 April 2019   


Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 6

Attachments a

 

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Ordinary Meeting of Council - 16 April 2019 - Open Agenda

REPORTS / RECOMMENDATIONS FROM THE STANDING COMMITTEES

 

Māori CONSULTATIVE COMMITTEE MEETING - 9 April 2019

 

Māori Consultative Committee Recommendation

That the Māori Consultative Committee recommendations be adopted.

 

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


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

Reports from Strategy and Infrastructure Committee held 19 March 2019

 

1.    Napier Aquatic Centre Development: Completing LTP Caveats

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

711664

Reporting Officer/s & Unit:

Glenn Lucas, Manager Sport & Recreation

 

1.1   Purpose of Report

The purpose of this report is to fulfil the requirements of the four caveats to the LTP decision to proceed with the development of the “Pools & Play” option at Prebensen Drive.

 

 

At the Māori Consultative Committee meeting

The Manager Sport and Recreation, together with the Pou Ārahi/Strategic Māori Advisor, spoke to the report. They affirmed that the concerns expressed during the public forum around accessibility and connection to the current site have been heard. It was confirmed that the Chief Executive is meeting with Pat and Joseph later in the week and an invitation to attend this meeting was extended to Tiwana at the meeting.

A brief overview of how Council has arrived at this point was provided, and it was noted that the decision facing Council now is to consider the scope of the tender. The aquatic strategy identified that the facilities provided need to meet the needs of the community now and into the future. The QEII facility in Christchurch comes very close to meeting those needs. Through drawing on Christchurch City Council’s experience and processes, Council is able to significantly reduce the costs and timeframe of this project. The risks and costs associated with the Onekawa site were also discussed with the Committee.

With the closure of a number of school pools and now Pandora Pond for recreational use, Committee members noted the importance of an accessible aquatic facility for kids. Safety concerns were also raised on behalf of some residents as a result of moving the facility from neutral territory.

Although statistics show 92% of users drive to the current facility, the next step involves investigating the operational aspects of the facility including accessibility in relation to transport, programmes and so on. The work that Council officers are undertaking regarding equitable access to the new facility will be developed with input from stakeholders.

The Committee were advised that under the terms of reference of this Committee they are able to make recommendations in this meeting for consideration by Council.

 

Māori Consultative Committee's recommendation

Councillor Tapine / Mayor Dalton

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

Carried

 

Committee's recommendation

Councillors White / Taylor

That Council:

a.     Note that three of the four caveats outlined during the Long Term Plan deliberations in relation to proceeding with the Aquatic Centre project have been completed:

i.      Caveat #1: Post-move development and funding plan put in place for Onekawa Park has been met by the Onekawa Park Development and Funding Plan.

ii.     Caveat #2: Outdoor space built-in to the new complex has been meet by the design concepts included in the ‘Napier Aquatic Centre Concept Design Revision 3.0’.

iii.    Caveat #4: The site investigations for the new location being completed has been met by the Tonkin and Taylor report (Proposed Napier Aquatic Centre, Prebensen Drive, Napier).

b.     Endorse the ‘Scope of Tender’ for the Aquatic Centre project as detailed in this report.  This will complete Caveat #3: Scope for Tender agreed by Council before it is tendered.

c.     Note that the tender come back to Council for approval, including financial costs.

 

The division was declared carried by 7 votes to 6 votes the voting being as follows:

For:                 Councillors Dalton, Brosnan, Hague, Price, Taylor, White and Wright

Against:         Councillors Boag, Dallimore, Jeffery, McGrath, Tapine and Wise

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

2.    Leases of Reserves - Napier Free Kindergarten Association Incorporated

Type of Report:

Legal

Legal Reference:

Reserves Act 1977

Document ID:

702389

Reporting Officer/s & Unit:

Bryan Faulknor, Manager Property

Jenny Martin, Property and Facilities Officer

 

2.1   Purpose of Report

To obtain a Council decision to enter into two new ground leases with the Napier Free Kindergarten Association Incorporated for the Pirimai Kindergarten and the Onekawa Kindergarten.

 

 

At the Māori Consultative Committee meeting

The Mayor confirmed that this item is simply renewing leases that are already in place. 

 

Māori Consultative Committee's recommendation

Councillor Tapine / Mayor Dalton

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

Carried

 

Committee's recommendation

Councillors Taylor / Brosnan

That Council:

a.     Recommends that Council Resolve to:

i.      Enter into new ground leases with the Napier Free Kindergarten Association Incorporated for the Pirimai Kindergarten and the Onekawa Kindergarten for 15 years with one 15 year right of renewal.

 

Carried

Cr Wright did not vote, as per declaration of interest

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

3.    Lease of Reserve - Maraenui Rugby & Sports Association Incorporated

Type of Report:

Enter Significance of Report

Legal Reference:

Reserves Act 1977

Document ID:

710981

Reporting Officer/s & Unit:

Bryan Faulknor, Manager Property

Jenny Martin, Property and Facilities Officer

 

3.1   Purpose of Report

To obtain a Council decision to enter into a new ground lease with the Maraenui Rugby & Sports Association Incorporated for two portions of land located at Maraenui Park, Dinwiddie Avenue, Napier.

 

 

At the Māori Consultative Committee meeting

The Chief Executive confirmed that this item is simply renewing leases that are already in place.

 

Māori Consultative Committee's recommendation

Councillor Tapine / Mayor Dalton

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

Carried

 

Committee's recommendation

Councillors White / Wise

That Council:

a.     Recommends that Council resolve to:

i.      Enter into a new ground lease with the Maraenui Rugby & Sports Association for 15 years with one 15 year right of renewal.

 

Carried

Cr Boag did not vote, as per declaration of interest

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

4.    Plastic Recycling

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

713737

Reporting Officer/s & Unit:

Rhett van Veldhuizen, Waste Minimisation Lead

Reason for Exclusion

Section 7(2)(b)(ii) Protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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

 

4.1   Purpose of Report

The purpose of this report is to update Council on the current plastic recycling market situation, the impact on the Napier City Council waste services and the options going forward.

 

 

At the Māori Consultative Committee meeting

The Chief Executive spoke to the report, noting that the recycling environment Is changing rapidly as a result of changes to the overseas markets.

Council’s current contractor is on a month by month contract only, which is not ideal considering there are a number of performance issues as well as significantly increased costs for the service provided. Experts are advising Council that the cost for recycling services is likely to be up to $95 per year per household, but this figure will be unconfirmed until Council goes out to tender.

It was noted that part of the Annual Plan process involves asking how Council should pay for the increased costs of recycling. Council also needs to align with the Waste Minimisation Management Plan - Council’s joint waste strategy with Hastings District Council. One of the key objectives of the joint strategy is trying to minimise the amount of waste ending up in the landfill.

The Committee were advised that recycling is likely to be a recurring item on future agendas.

Māori Consultative Committee's recommendation

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

 

Committee's recommendation

Councillors McGrath / Tapine

That Council:

a.     Receive the report of the Waste Minimisation Lead titled “Plastic Recycling” dated 19/03/2019.

b.     Approve the preferred option to collect only Grades 1 and 2 plastics to enable further negotiation with the contractors involved.

c.     Approve funding up to $50k for a joint communication plan on the change with Hastings District Council funded from existing Solid Waste budgets.

 

Carried

 

 


 

Reports from Audit and Risk Committee held 28 March 2019

1.    Annual Plan 2019/20 Underlying Documents

Type of Report:

Operational

Legal Reference:

Local Government Act 2002

Document ID:

715731

Reporting Officer/s & Unit:

Adele Henderson, Director Corporate Services

Caroline Thomson, Chief Financial Officer

 

1.1   Purpose of Report

That the Committee review and provide feedback to Council on the Annual Plan 2019/20 underlying documents prior to the final adoption of the reports.

 

At the Meeting

The Chief Financial Officer spoke to the latest version of the Draft Annual Plan and Consultation Document (tabled at the meeting), and highlighted the following points:

·     On 15 March 2019, Council were advised that there would be an average rates increase of 5.9% for 2019/20. Since that meeting information has been received indicating that kerbside recycling costs would increase further bringing the average rates increase to 6.4%.

·     It is proposed to spread the increased costs of recycling across a three year period to smooth the rating impact.

·     Council has received expert advice that recycling is likely to cost $72-$95 per ratepayer, and officers have budgeted on the higher figure of $95 per ratepayer.

In response to questions it was clarified that the updates and amendments to the underlying documents are simply tidying up policies, which will be fully reviewed in the 2019/20 year ahead of the Long Term Plan.

It was noted that any feedback from the Committee would be required over the next few days, and prior to the documents being taken to Council on 2 April 2019.

 

Committee's recommendation

David Pearson / Councillor Wise

That Council:

a.     Receive the Annual Plan 2019/20 underlying documents:

·      Draft Annual Plan

·      Revenue and Financing Policy

·      Rates Remission Policy

b.     Recommend to Council for information to be approved for consultation

Carried


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

2.    Risk Management Report March 2019

Type of Report:

Information

Legal Reference:

N/A

Document ID:

715748

Reporting Officer/s & Unit:

Adele Henderson, Director Corporate Services

 

2.1   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

Ross Franklin spoke to the report noting that there have been no significant changes. It was noted that work within the register has been limited due to current workloads and the Manager Business Excellence and Transformation being seconded to another area of Council. Once the team returns to full capacity the draft updated policy and strategy will be reviewed and will then be brought to the Committee.

In response to questions, the following points were clarified:

·     Council’s major projects are not currently sitting within the Sycle risk register as they are dealt with on a project by project basis. Each project has a project risk register and a governance structure in place to monitor this. Any significant risks identified through this governance structure are elevated to the senior leadership team to be assessed and identified as strategic organisational risks.

·     Newly identified risks can always be added to Sycle but only significant risks are raised with the Committee. There will always be risks that Council has no control over, but risks identified in the risk register are those that Council is able to mitigate and manage.

·     The Bluff Hill project is currently underway and expected to be downscaled shortly.

·     The increase of insurance premiums has been identified as a new risk as this was raised by Council’s insurance brokers. This is addressed in the insurance arrangements item.

 

Committee's recommendation

Councillors Wise / Hague

That Council:

a.     Note the risk management work being undertaken by the Napier City Council Risk Committee.

b.     Note the current Major Project risks.

c.     Receive the latest Risk Report Dated 7 March 2019.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

3.    Risk Management - Insurance Arrangements

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

711491

Reporting Officer/s & Unit:

Bryan Faulknor, Manager Property

 

3.1   Purpose of Report

To outline Council’s current insurance programme, discuss any issues and to provide the opportunity for the Committee to provide feedback for insurance arrangements for the upcoming financial year 2019/20.

 

 

At the Meeting

The Manager Property spoke to the report which notes the current insurance arrangements, and invited the Committee to provide feedback into the arrangements for 2019. He advised that an exercise in loss modelling is currently being carried out by AON for the five Hawke’s Bay Council’s together with the Manawatu Councils, noting that benchmarking is necessary to ensure the valuation of infrastructure is sound and there is a good understanding of replacement values. The current figure of $120Million is from 2015 and it is timely to reassess this. Council intends to feed the new figure into the insurance arrangements for 2019; however, that can be updated at any time.

In discussing the settlement claim, insurance providers indicated that there may be ramifications in future but this is unknown.

Committee members requested that the Manager Property investigate increasing the indemnity limit for crime insurance as well as cyber-crime cover.

 

Committee's recommendation

Mayor Dalton / David Pearson

That Council:

a.     Resolve to receive the report on current insurance arrangements.

b.     That any feedback from the committee be considered for incorporation into the insurance arrangements for the insurance year commencing 1 July 2019.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

4.    Risk Management - Business Continuity Plan Update

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

715767

Reporting Officer/s & Unit:

Adele Henderson, Director Corporate Services

 

4.1   Purpose of Report

Update on progress towards the development of a Business Continuity Management programme for Napier City Council.

 

 

At the Meeting

It was noted that the intention is to extend the impact analysis to include payroll and accounts. The risk analysis is essentially completed through the process of confirming the impact analysis and timeframes. It is expected that this exercise should be complete in around six months’ time.

 

Committee's recommendation

Councillors Hague / Wise

That Council:

a.     Receive the Draft Business Continuity Plan update.

b.     Receive the Draft Business Impact Assessment.

c.     Provide feedback to Council officers for inclusion in final plans.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

5.    Health and Safety Report

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

712384

Reporting Officer/s & Unit:

Sue Matkin, Manager People & Capability

 

5.1   Purpose of Report

The purpose of the report is to provide the Audit and Risk Committee with an overview of the health and safety performance as at 31 December 2018.

 

 

At the Meeting

The Manager People and Capability spoke to the report, highlighting the following:

·     There were eight lost time injuries at this time last year compared to only three in this period.

·     Safe work practices have resulted in less medically treated injuries.

·     Continued participation at the Health and Safety meetings from various areas of Council has helped to increase together with good information sharing amongst committee members.

·     In relation to the Site Wise programme for contractors, there are now only seven contractors in the red with this number continuing to improve.

·     A number of Council staff are currently taking part in various activities planned for health and safety wellbeing awareness week.

·     Council are developing a domestic violence/ family violence policy and currently applying for White Ribbon accreditation. Council officers intend to select a number of White Ribbon ambassadors from within Council, including the Chief Executive, to help raise awareness.

 

Committee's recommendation

Councillor Wise / David Pearson

That Council:

a.     Receive the Health and Safety report as at 31 December 2018

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

6.    External Accountability - Investment and Debt Report

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

713474

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 2019. 

 

 

At the Meeting

The Chief Financial Officer spoke to the report noting that the average interest rate decreased due to a large sum having to be held on short term deposit. As at the end of March there is around $50Million on term deposit but this amount will fluctuate with the rate take coming in.

It was noted that Council’s Treasury Policy must be adhered to in relation to investments:

·     30-80% must be invested between 0-6 months,

·     20-70% must be invested between 6-12 months,

·     An upper limit of 50% can be invested between 1-3 years, and

·     Up to 20% can be invested between 3-5 years.

 

Committee's recommendation

David Pearson / Councillor Hague

That Council:

a.     Receive the snapshot report on Napier City Council’s Investment and Debt as at 28 February 2019.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

7.    External Audit - Audit Arrangements for Year Ending 30 June 2019

Type of Report:

Operational

Legal Reference:

Local Government Act 2002

Document ID:

713477

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

7.1   Purpose of Report

To outline the audit arrangements for the audit of the Napier City Council for the year ending 30 June 2019.

 

At the Meeting

The Chief Financial Officer spoke to the report and the Draft Audit Plan for the year ending 30 June 2019 (tabled at the meeting), which sets out what the auditors intend to cover at the year-end audit scheduled for 12 August 2019. It was noted that the Audit New Zealand are currently on site completing the 2018/19 interim audit and there appears to be a particular focus on bribery and corruption. Audit New Zealand have requested to come back in June to get a head start on the year end audit.

The Committee were advised that they now have an opportunity to comment on any specific areas that they want the auditors to look at, that have not already been indicated as an area of focus.

It was confirmed that capital projects are already noted in the plan. The Director Infrastructure Services has completed the project management framework, which will come through to the senior leadership team shortly. This is a comprehensive programme linking through to Sycle and will include the financial information for these projects also.

The Chief Executive advised that the current focus on bribery and corruption is a direction from Parliament’s Finance and Expenditure Committee, and that Council has already updated the code of conduct to make stronger linkages to the State Services Commission standards of integrity and conduct for public servants.

The Chair directed the Committee to review the draft audit plan and provide any feedback directly to Council officers.

Committee's recommendation

Councillor Hague / Mayor Dalton

That Council:

a.     Resolve that the audit arrangements for the year ending 30 June 2019 as set out in the audit arrangement letter from Audit New Zealand is received.

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

Reports from Finance Committee held 2 April 2019

 

1.    Hawke's Bay Airport Ltd Half Year Report to 31 December 2018

Type of Report:

Operational

Legal Reference:

Local Government Act 2002

Document ID:

714397

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

1.1   Purpose of Report

To receive the half year report to shareholders from Hawke’s Bay Airport Limited to 31 December 2018.

 

 

At the Māori Consultative Committee meeting

The Committee acknowledged the work of the Hawke’s Bay Airport Chief Executive Officer in getting the extension project back on track.

 

Māori Consultative Committee's recommendation

Councillor Tapine / Mayor Dalton

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

Carried

 

Committee's recommendation

Councillors Hague / Taylor

That Council:

a.     Receive the Hawke’s Bay Airport Limited half year report to shareholders, to December 2018.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

2.    Elected Members' Remuneration - 2019 Information Update

Type of Report:

Operational

Legal Reference:

Local Government Act 2002

Document ID:

713356

Reporting Officer/s & Unit:

Devorah Nícuarta-Smith, Team Leader Governance

 

2.1   Purpose of Report

To present to Council an information update on the 2019 process provided by the Remuneration Authority, the national body charged with matters in relation to elected members’ remuneration.

 

 

At the Māori Consultative Committee meeting

The Mayor noted that the new level of remuneration for elected members recognises the work that is required to fulfil their duties.

 

Māori Consultative Committee's recommendation

Councillor Tapine / Mayor Dalton

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

Carried

 

Committee's recommendation

Councillors Wright / White

That Council:

a.     Receive the information update on the 2019 elected members’ remuneration process provided by the national Remuneration Authority.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

3.    Quarterly Report for the six months ended 31 December 2018

Type of Report:

Legal

Legal Reference:

Local Government Act 2002

Document ID:

711016

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

3.1   Purpose of Report

To consider the Quarterly Report for the six months ended 31 December 2018.

 

 

At the Māori Consultative Committee meeting

The Chief Executive offered to answer any questions in relation to the quarterly report. 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

 

Committee's recommendation

Councillors Hague / Wright

That Council:

a.     Receive the Quarterly Report for the six months ended 31 December 2018.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

4.    Consent to land being declared road

Type of Report:

Legal

Legal Reference:

Public Works Act 1981

Document ID:

715741

Reporting Officer/s & Unit:

Jenny Martin, Property and Facilities Officer

 

4.1   Purpose of Report

Seek approval by Council under the Public Works Act to consent to the land at 243 Awatoto Road be declared road.

 

 

At the Māori Consultative Committee 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

 

Committee's recommendation

Councillors Jeffery / Tapine

That Council:

a.     Recommends that Council Resolve:

i.      That in accordance with the provisions of Section 114(2) of the Public Works Act 1981, to consent to the land described in the Schedule hereto to be declared road and vested in the Napier City Council.

 

SCHEDULE

Hawkes Bay land District – Napier City

 

Area

(hectares)

Legal Description

Part of Record

Of Title

0.0039

Section 1 SO Plan 531110

651679

 

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

Reports from Community Services Committee held 2 April 2019

 

1.    Submission of Remit Application to Local Government New Zealand - Housing

Type of Report:

Procedural

Legal Reference:

N/A

Document ID:

713591

Reporting Officer/s & Unit:

Natasha Carswell, Manager Community Strategies

 

1.1   Purpose of Report

To seek approval to submit a Remit application to Local Government New Zealand (LGNZ) for them to approach the Government to seek funding support for the operation, upgrade and growth of local authority social housing portfolios.

 

 

At the Māori Consultative Committee meeting

The Mayor acknowledged those involved in preparing the housing remit.

The Chief Executive confirmed that following the Decision of Council on 2 April 2019, the remit was approved at the Zone Three meeting and will now go to the Local Government New Zealand Conference in July.

 

 

 

Council Resolution

Decision of Council was made at the Community Services Committee meeting held on 2 April 2019

Councillors Wright / Brosnan

That Council:

a.     Approve the submission of the Remit application regarding Social Housing.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

2.    SUBMISSION OF REMIT APPLICATION TO LOCAL GOVERNMENT NEW ZEALAND - LIABILITY TO BUILDING DEFECTS CLAIMS

Type of Report:

Procedural

Legal Reference:

N/A

Document ID:

716495

Reporting Officer/s & Unit:

Wayne Jack, Chief Executive

 

2.1   Purpose of Report

To seek approval to submit a Remit application to Local Government New Zealand (LGNZ) to take action as recommended by the Law Commission in its 2014 report on “Liability of Multiple Defendants” to limit the liability of councils in New Zealand in relation to building defects claims.

 

 

At the Māori Consultative Committee meeting

The Mayor noted that this remit aims to readdress the current rule of last man standing, which often leaves the ratepayers having to foot the bill in these matters.

The Chief Executive confirmed that following the Decision of Council on 2 April 2019, the remit was approved at the Zone Three meeting and will now go to the Local Government New Zealand Conference in July.

 

 

Council Resolution

Decision of Council was made at the Community Services Committee meeting held on 2 April 2019

Councillors Wright / Taylor

That Council:

a.     Approve the submission of the Remit application regarding liability of councils in relation to building defects claims.

 

Carried

 

 

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

3.    Support of Hastings District Council Remit Application to Local Government New Zealand - Alcohol Harm

Type of Report:

Procedural

Legal Reference:

N/A

Document ID:

715928

Reporting Officer/s & Unit:

Michele Grigg, Senior Advisor Policy

 

3.1   Purpose of Report

To seek Council’s support for Hastings District Council’s (HDC) Remit application to Local Government New Zealand (LGNZ) asking them to identify opportunities and actively advocate on national policy changes to reduce alcohol harm.

 

 

At the Māori Consultative Committee meeting

The Chief Executive noted that this decision was made to support HDC on their remit in relation to reducing alcohol related harm, and confirmed that following the Decision of Council on 2 April 2019, the remit was approved at the Zone Three meeting and will now go to the Local Government New Zealand Conference in July.

 

 

 

Council Resolution

Decision of Council was made at the Community Services Committee meeting held on 2 April 2019

Councillors Jeffery / Hague

That Council:

a.     Endorse Hastings District Council’s Remit application to LGNZ about reducing alcohol harm.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

4.    Hawke's Bay Museums Trust Collection Management Agreement

Type of Report:

Contractual

Legal Reference:

N/A

Document ID:

715942

Reporting Officer/s & Unit:

Antoinette Campbell, Director Community Services

 

4.1   Purpose of Report

To seek Council approval to enter into a new Management Agreement with the Hawke’s Bay Museum Trust (HBMT) for a period of one year while the Hawke’s Bay Regional Collection Joint Working Group conducts its review of governance and operational arrangements of how the collection is to be maintained and governed.

 

 

At the Māori Consultative Committee meeting

The Director Corporate Services spoke to the report, noting that Council has a management agreement with HBMT to manage the collection on their behalf. Both Napier City Council and Hastings District Council fund HBMT to look after the regional collection. A governance and management review of HBMT is currently being undertaken to ensure a fair contribution from all parties.

In response to questions it was clarified that a joint working group has been established to complete the review. Council officers and elected members from both Hastings and Napier are involved as well as representatives of HBMT, including Mike Paku. This working group will also be considering how we can display more of our local Māori collection.

 

Māori Consultative Committee's recommendation

Mayor Dalton / T Aranui

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

Carried

 

Committee's recommendation

Mayor Dalton / Councillor Wright

That Council:

a.     Approve that Napier City Council enter into a one-year Management Agreement with the Hawke’s Bay Museum Trust.

 

Carried

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

5.    Regional Indoor Sports and Events Centre (RISEC) Trustees

Type of Report:

Procedural

Legal Reference:

N/A

Document ID:

709895

Reporting Officer/s & Unit:

Antoinette Campbell, Director Community Services

 

5.1   Purpose of Report

To endorse the appointment of the Regional Indoor Sports and Events Centre (RISEC) trustees for a further term of three years.

 

 

This item remains lying on the table folowing the Strategy and Infrastructure Committee meeting held on 19 March 2019. Further information will be provided via a separate report to Council at a later date.


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

6.    Safer Napier programme - annual update

Type of Report:

Information

Legal Reference:

Enter Legal Reference

Document ID:

713588

Reporting Officer/s & Unit:

Michele Grigg, Senior Advisor Policy

 

6.1   Purpose of Report

To provide a summary of the 2017/18 year of the Safer Napier programme, including key highlights and benefits to Council and Napier.

 

 

At the Māori Consultative Committee meeting

The Manager Community Strategies gave a brief overview of the Safer Napier Programme, noting that the report highlights the key achievements and focuses over the last year. 

 

Māori Consultative Committee's recommendation

Mayor Dalton / Tiwana Aranui

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

Carried

 

Committee's recommendation

Councillors Wright / Brosnan

That Council:

a.     Note the Safer Napier programme update.

 

Carried

 

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 1

Reports Under Delegated Authority

 

1.    Tenders Let

Type of Report:

Information

Legal Reference:

N/A

Document ID:

709847

Reporting Officer/s & Unit:

Debbie Beamish, Executive Assistant to the Chief Executive

 

1.1   Purpose of Report

To report Tenders let under delegated authority for the period 25 February – 2 April 2019.

 

 

Officer’s Recommendation

That Council:

 

a.     Note that no tenders were let during the period 25 February – 2 April 2019.

 

ACTING Mayor’s Recommendation

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

 

 

 

No tenders were let during this period.

 

 

1.2   Attachments

Nil


Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 2

2.    Resource Consents

Type of Report:

Information

Legal Reference:

N/A

Document ID:

709875

Reporting Officer/s & Unit:

Debbie Beamish, Executive Assistant to the Chief Executive

 

2.1   Purpose of Report

To present the report on Resource Consents issued under delegated authority for the period 25 February to 29 March 2019.

 

 

Officer’s Recommendation

That Council:

a)   Receive the report on Resource Consents issued under delegated authority for the period 25 February to 29 March 2019.

 

 

ACTING Mayor’s Recommendation

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

 

 

Attached is the report with information on Resource Consents under delegated authority for the period 25 February to 29 March 2019

 

2.2   Attachments

a     Resource Consents Issued Report 25 February - 29 March 2019  

 


Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 2

Attachments a

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 3

3.    Documents Executed under Seal

Type of Report:

Information

Legal Reference:

N/A

Document ID:

709886

Reporting Officer/s & Unit:

Debbie Beamish, Executive Assistant to the Chief Executive

 

3.1   Purpose of Report

To report of Documents Executed Under Seal for the period 25 February – 1 April 2019.

 

 

Officer’s Recommendation

That Council:

 

a)     Receive the Report of Documents Executed Under Seal for the period
        25 February – 1 April 2019.

 

ACTING Mayor’s Recommendation

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

 

Schedule of Documents Executed Under Seal for the period 25 February -  1 April 2019

 

Date

Document

06.07.19

Easement in Gross 10 Milton Road, Napier

11.03.19

Easement in Gross 213 Kennedy Rd, Napier

11.03.19

Easement in Gross 11 Ashridge Road, Napier

15.03.19

Easement in Gross 250 Guppy Road, Napier

15.03.19

Lease Document 54 Pandora Road, Ahuriri, Napier

18.03.19

Surrender of Easement without Transfer – right to drain and discharge water 5-7 Waitangi Road, Awatoto

26.03.19

Fencing Easement

01.04.19

Milton Road Retaining Wall – Agreement to complete Works 8 Napier Terrace, Napier

01.04.19

Milton Road Retaining Wall – Agreement to complete Works 8A Napier Terrace, Napier

01.04.19

Consent to Transfer Lessee’s Interest 54 Pandora Road

01.04.19

Consent to Transfer Lessee’s Interest 703 & 705 Meeanee Quay

 

 

3.2   Attachments

Nil


Ordinary Meeting of Council - 16 April 2019 - Open Agenda                                                                                                                                     Item 4

4.    Official Information Requests

Type of Report:

Information

Legal Reference:

Local Government Official Information and Meetings Act 1987

Document ID:

725150

Reporting Officer/s & Unit:

Cheree Ball, Governance Advisor

 

4.1   Purpose of Report

To present the year to date Official Information Request statistics.

 

Officer’s Recommendation

That Council:

a.   Receives the report Official Information Requests for the year to 10 April 2019.

 

 

ACTING Mayor’s Recommendation

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

 

 

Statistics for the Official Information Requests received for the year to 10 April 2019 are included in the attached report.

 

 

4.2   Attachments

a     LGOIMA Council Report for the year to 10 April 2019  


 

 


Ordinary Meeting of Council - 16 April 2019 - Attachments

 

Item 4

Attachments a

 

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Ordinary Meeting of Council - 16 April 2019 - Open Agenda

PUBLIC EXCLUDED ITEMS

 

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

 

Agenda Items

1.         Joint Council Waste Futures Project Steering Committee - Public Excluded Minutes

Reports from Strategy and Infrastructure Committee held 19 March 2019

1.         Parking Strategy Implementation

2.         Award of Contract - Inner Harbour Dredging

Reports from Audit and Risk Committee held 28 March 2019

1.         Control Framework - Freeholding Framework

Reports from Community Services Committee held 2 April 2019

1.         Art Deco Trust Loan Repayment

 

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:

Agenda Items

1.  Joint Council Waste Futures Project Steering Committee - Public Excluded Minutes

7(2)(b)(ii) Protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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 Strategy and Infrastructure Committee held 19 March 2019

1.  Parking Strategy Implementation

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.

2.  Award of Contract - Inner Harbour Dredging

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

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 28 March 2019

1.  Control Framework - Freeholding Framework

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 Community Services Committee held 2 April 2019

1.  Art Deco Trust Loan Repayment

7(2)(b)(ii) Protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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.

 

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

 

Ordinary Meeting of Council

Open Minutes

 

Meeting Date:

Tuesday 5 March 2019

Time:

3.00pm-4.01pm

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 and Wright

In Attendance

Acting Chief Executive (Director Community Services), Director Corporate Services, Director Infrastructure Services, Director City Strategy, Strategic Māori Advisor, Communications Specialist

Administration

Governance Team

 

 


 

Apologies

The apologies from the Chief Executive were noted and accepted.

Conflicts of interest

Nil

Public forum

Craig Waterhouse – Pettigrew Green Arena

Craig provided a report to Council on the annual performance of Pettigrew Green Arena (PGA), noting that PGA leases space for community and commercial use but does not run programmes.

The following points were highlighted:

·         Community use has peaked; there is no more capacity at the facility.

·         Council operational grants have significantly reduced.

·         They have stopped the gym decline.

·         There has effectively been a $2.4Million turnaround over the last four years.

Upcoming projects were discussed including a standalone gym entrance to allow 24/7 access, new operational offices, replacement of the upstairs stadium seating and glass, and additional stadium space. It was noted that a feasibility study has been completed for a standalone 5-6 court stadium and that long term carparking is an issue with the site.

In response the questions from Councillors the following points were clarified:

·         Community users have been given preference over commercial bookings, with guaranteed bookings for eight weeks of the term. Prior to this, community users had stopped booking Friday nights due to being bumped for commercial bookings.

·         The Mayor noted that Hastings District Council would consider contributing to the expansion project at a later date but have other commitments at present.

·         If Sport Hawke’s Bay relocate to the Regional Sports Park, EIT are the most logical option for a replacement tenant, and discussions are underway in case this eventuates.

Announcements by the Mayor

The Mayor asked Councillors to notify him by the end of the week should they wish to attend the 2019 Conference – two Councillors will be attending.

Announcements by the management

Nil


 

Confirmation of minutes

Council resolution

Councillors White / Wright

That the Draft Minutes of the Ordinary meeting held on 11 December 2018 be confirmed as a true and accurate record of the meeting.

Carried

 

Council resolution

Councillors Price / Hague

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

Carried

 

Council resolution

Councillors Dallimore / Taylor

That the Draft Minutes of the Extraordinary meeting held on 8 February 2019 be confirmed as a true and accurate record of the meeting.

 

Carried

 

 

 


 

Agenda Items

 

1.    Supplementary Report - War Memorial Design

Type of Report:

Information

Legal Reference:

N/A

Document ID:

706128

Reporting Officer/s & Unit:

Antoinette Campbell, Director Community Services

 

1.1   Purpose of Report

To provide further information on the Strategy and Infrastructure Committee’s recommendation for the Napier War Memorial design and construction.

 

At the meeting

The Mayor suggested that agenda item 6 regarding the War Memorial design options consultation taken to the Strategy and Infrastructure Committee meeting held on 19 February 2019, be brought forward to be discussed in conjunction with this item.

Council resolution

Councillors Brosnan / Wise

That Council:

a.     Note that the design of the Napier War Memorial will be tendered out for completion

b.     Note that timings for completion of the final War Memorial design are dependent upon tender process and acceptance of design which will have a flow on impact to physical construction

c.     Note that without a War Memorial concept design the total costs are unknown

d.     Note that the costs of a new concept design may trigger the requirement for consultation in accordance with Council’s Significance and Engagement policy

e.     Note that the Terms of Reference of the Arts Advisory Panel does not provide for commissioning art works.

 

Carried

 

 


 

Item from Strategy & INfrastructure Committee meeting 19 February 2019

6.    War Memorial Design Options Consultation

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

699633

Reporting Officer/s & Unit:

Natasha Carswell, Manager Community Strategies

 

6.1   Purpose of Report

This report provides the feedback received during consultation on concept design options for a War Memorial.  It is recommended that Council select an option in order to proceed with development of a concept brief and subsequent construction of a War Memorial for Napier.

 

 

At the meeting

Councillor Brosnan proposed a substitute motion to the committee’s recommendation including slight amendments to align with the Arts Policy, to address concerns raised by both elected members and Council officers, and to support the tender process. She noted that this is a community led design and the result of a thorough review and extraction of submitters’ comments received through the consultation process, and that Council has a mandate to support this proposal.

The Mayor noted that he voted against the committee’s recommendation at the Strategy and Infrastructure Committee, and commented that the manner in which the proposal was presented at the committee meeting meant that some elected members were unable to visualise what was intended before being asked to make a decision. However, following the committee meeting, the proposer has spent a significant amount of time with elected members and Council officers to address their concerns, and he advised that he is now able to support the motion, although with some reservations, as he wishes to see the memorial elements returned to the site as soon as possible.  The Mayor expressed concern that the proposal is supported by a small group and questioned whether the proposal represents the views of the wider community. He also questioned whether the timeline was practical considering current staff workloads, and whether anyone would submit a tender for such a sensitive public project.

In response to questions regarding the proposed timeline, the Director Infrastructure Services acknowledged that the August 2019 deadline regarding tender development for the design could be achievable; however, suggested that tender development for the construction may be better aligned with the 2019/20 financial year rather than the 2019 calendar year. The mover and seconder agreed to an amendment to reflect this.

Following discussion around the project budget, the mover and seconder also requested that it be specified that the remembrance artwork was excluded from the construction costs.

 

 

 

The following points were raised during discussion:

·         Although only a small number of submitters suggested flagpoles at the site, it was noted that Council had previously indicated that flagpoles would be appropriate for the memorial.

·         The majority of submitters were in favour of the garden option; however, comments received from those that weren’t in support of the garden option felt that the memorial site was disconnected from the building. A number of Councillors agreed that raising the floral clock site to forecourt level addressed this concern, and in fact part of the floral clock site at present is higher than forecourt level.

·         It was noted that Council made an error of judgement back in 2016 in voting to remove the memorial elements from the site. Council adopted the consultation document last year which provided three concepts and requested feedback from the community. The proposal is a combination of the submitters’ comments received through that process and is therefore a community led design.

·         This process has been a huge step forward in relation to Council engagement with the community.

 

Substitute and Substantive motion

Council resolution

Councillors Brosnan / Wise

That Council:

a.    Consider the community feedback,

b.    Reconfirms its decision made on 27 September 2017 to locate the War Memorial at the Floral Clock site, and

c.     Provides direction on a design concept.

d.    That Council staff take the following direction to create a revised community led design concept for adoption by Council: 

1.    That the reinstated Memorial be constructed at forecourt level, on the floral clock site, forming part of the War Memorial Site,

2.    That a curved wall, open to the elements, reflective of the ballroom shape and physically connected to the building, display the Roll of Honour,

3.    That the Perpetual Flame form part of the existing War Memorial Building Entrance so that it is visible when entering the building, from the Memorial and externally at night,

4.    That water be incorporated into the design that is near to and complements the flame, so that they can be viewed together,

5.    That a place/s to sit and reflect be included,

6.    That physical access and visual connection to the formal lawn be incorporated,  

7.    That remembrance artwork be incorporated into the design, to connect the Memorial space with the Memorial Building and lower lawn, uniting the Memorial elements,

8.    That landscaping is included that complements and promotes restful contemplation, and unites the Memorial Building with the Memorial elements,

9.    That the design include flag poles connecting the Memorial and Memorial building,

10. That WW1 and WW2 Rolls be displayed in a prominent way flowing onto consecutive conflicts’ Rolls,

11. That the physical original Roll of Honour be respectfully incorporated into the design and that a small committee of appropriate representatives are given this brief, to provide Council a recommendation on ‘how to incorporate’.

e.     Note Council’s intention to tender the development of a revised concept no later than August 2019 and tender construction as soon as practicable in the 2019/20 financial year.

f.      Notes Council’s existing budget for this project and provides guidance, for the purpose of tendering, that construction costs (excluding remembrance art work and all professional fees) to be up to $750,000.

 

Carried

 


 

2.    Hawke's Bay Disaster Relief Trust

Type of Report:

Operational

Legal Reference:

Local Government Act 2002

Document ID:

707715

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

2.1   Purpose of Report

The purpose of this report is to obtain a decision from the Council on a proposal to establish a Hawke’s Bay Disaster Relief Trust and to consult on its establishment through the 2019/20 Annual Plan.

 

At the meeting

There was no discussion on this item.

Council resolution

Councillors Taylor / Wright

That Council:

a.     Receive the report of the Chief Financial Officer titled “Hawke's Bay Disaster Relief Trust”

b.     That the Council include the proposal to form the establishment of the Hawkes Bay Disaster Relief Trust within its 2019/20 Annual Plan to fulfil the statutory requirements in creating a Council Controlled Organisation.

        With the reasons for this decision being that the objective of the decision will contribute to meeting the current and future needs of communities for local public services in the event of a major disaster.

 

Carried

 

 


 

3.    Updated External Policies

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

707930

Reporting Officer/s & Unit:

Deborah Smith, Team Leader Governance

 

3.1   Purpose of Report

To present three external (public facing) policies for ratification of the proposed updates/ actions.

 

At the meeting

In response to questions from Councillors, the Team Leader Governance clarified that the LGOIMA Policy had been deliberately adjusted to a high level overview as this area is heavily legislated with strong guidelines provided by the Office of the Ombudsman. There is also a dedicated page on the Council website regarding the official information request process.

Councillors were advised that this is a legacy policy; although at the time of review Council officers considered the option to propose repealing it in full, it was decided at this point in time to adjust the level of the policy as opposed to repealing it. The information and procedures that have been removed are captured in a number of other places.

Council resolution

Councillors Wright / Taylor

That Council:

a.     Approve the updates made to the LGOIMA Policy for finalisation and publication

b.     Approve the updated Graffiti Removal Policy for finalisation and publication

c.     Repeal the Governance Structure Policy, noting that it is a duplicate of information presented to the public via the Local Governance Statement

 

Councillors Brosnan and White

voted against part a. of the motion

Carried

 

 


 

4.    HAWKE'S BAY MUSEUMS TRUST - DRAFT STATEMENT OF INTENT 2019/20 TO 2021/22

Type of Report:

Legal and Operational

Legal Reference:

Local Government Act 2002

Document ID:

707966

Reporting Officer/s & Unit:

Chris Denby, Finance Accountant

 

4.1   Purpose of Report

To provide the draft Statement of Intent 2019/20 to 2021/22 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.

Council resolution

Councillors White / Wright

That Council:

a.     Receive the Hawke’s Bay Museums Trust Draft Statement of Intent 2019/20 to 2021/22 and provide any feedback to the Trust for their consideration

 

Carried

 

 


 

5.    HAWKE'S BAY MUSEUMS TRUST HALF-YEAR FINANCIAL REPORT TO 31 DECEMBER 2018

Type of Report:

Legal and Operational

Legal Reference:

Local Government Act 2002

Document ID:

708143

Reporting Officer/s & Unit:

Chris Denby, Finance Accountant

 

5.1   Purpose of Report

To provide the half-yearly report for 2018/19 for the Hawke’s Bay Museums Trust for adoption.

 

At the meeting

There was no discussion on this item.

Council resolution

Councillors White / Wright

That Council:

a.     Receive the half-yearly report for 2018/19 from the Hawke’s Bay Museums Trust.

 

Carried

 


 

REPORTS / RECOMMENDATIONS FROM THE STANDING COMMITTEES

 

Māori CONSULTATIVE COMMITTEE MEETING - 26 February 2019

 

Council resolution

Councillors Tapine / Boag

That the Māori Consultative Committee Minutes be received.

Carried

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

 

Reports from audit and risk Committee held 6 DECEMBER 2018

 

1.    Audit New Zealand Management Letter

Type of Report:

Information

Legal Reference:

Local Government Act 2002

Document ID:

433397

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

1.1   Purpose of Report

To consider the Audit NZ management letter: Napier City Council Audit for the year ended 30 June 2018 (to be tabled at the meeting).

 

At the meeting

There was no discussion on this item.

Council resolution

Councillors Wise / Hague

That Council:

a.     Receive the Audit New Zealand management letter: Napier City Council Audit for the year ended 30 June 2018.

 

Carried

 

2.    Proposed Audit and Risk Committee 2019 Meeting Calendar

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

433409

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

2.1   Purpose of Report

To consider the proposed timetable of meetings for the Audit and Risk Committee in 2018, as detailed below.

 

At the meeting

There was no discussion on this item.

Council resolution

Councillors Wise / Hague

That Council:

a.     Receive the proposed timetable of meetings for the Audit and Risk Committee for 2019.

 

Carried

 

 

 

3.    Health and Safety Report

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

433412

Reporting Officer/s & Unit:

Sue Matkin, Manager People & Capability

 

3.1   Purpose of Report

The purpose of the report is to provide the Audit and Risk Committee with an overview of the health and safety performance as at 31st October 2018.

 

 

 

 

 

 

At the meeting

There was no discussion on this item.

Council resolution

Councillors Wise / Hague

That Council:

a.     Receive the Health and Safety report as at 31 October 2018.

 

Carried

 

 

4.    Risk Management Report

Type of Report:

Information

Legal Reference:

N/A

Document ID:

433414

Reporting Officer/s & Unit:

Ross Franklin, Consultant

 

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 Wise / Hague

That Council:

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

b.     Receive the report titled: Highest rated risks report 24 September 2018.

c.     Receive the report titled; NCC Risk Maturity Roadmap:  5 Year Plan

 

Carried

 

 


 

5.    Internal Audit Programme 2018/19

Type of Report:

Operational

Legal Reference:

Local Government Act 2002

Document ID:

671251

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

 

5.1   Purpose of Report

To table to the Committee the internal audit programme for 2017/18 and 2018/19 from Crowe Horwath.  Recommendations, feedback and any other review priorities the Committee deems relevant, is sought.

 

 

At the meeting

There was no discussion on this item.

Council resolution

Councillors Wise / Hague

That Council:

a.     Resolve that the internal audit programme for 2017/18 and 2018/19 from Crowe Horwath is received.

 

Carried

 


 

Reports from Strategy and Infrastructure Committee held 19 February 2019

 

1.    Napier Disability Strategy - Draft for Consultation

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

697022

Reporting Officer/s & Unit:

Natasha Carswell, Manager Community Strategies

 

1.1   Purpose of Report

This report summarises the development of the Napier Disability Strategy and requests approval to release it for community feedback prior to its finalisation for adoption by Council.

 

 

At the meeting

The Mayor acknowledged the work of Council officer’s and stakeholders to date in preparing the draft Napier Disability Strategy.

Council resolution

Councillors Price / Hague

That Council:

a.     Approve the release of the draft Napier Disability Strategy for community feedback.

Carried

 


 

2.    Napier Sailing Club Funding Request 

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

698622

Reporting Officer/s & Unit:

Bryan Faulknor, Manager Property

 

2.1   Purpose of Report

To seek Council’s approval for a grant to the Napier Sailing Club towards the cost of upgrading the existing breastwork and boardwalk immediately in front of the Napier Sailing Club Clubhouse.

 

 

At the meeting

There was no further discussion on this item.

Council resolution

Councillors Price / Hague

That Council:

a.     Approve a grant to the Napier Sailing Club of 50% of the cost of an upgrade to the breastwork and boardwalk in front of the clubhouse, subject to a maximum grant amount of $250,000.

b.     That approval of the grant is subject to Council Officers being satisfied as to final design, scope of works, final quote, and compliance with any required consents.

c.     That actual payment to the club is to be made only upon Council Officers being satisfied as to physical progress of the works.

d.     That funding is to be provided from current Inner Harbour capital budgets, which are funded from the Hawke’s Bay Harbour Board Endowment Land Income Account.

e.     To authorise the transfer of the appropriate budget from the Inner Harbour Capital budgets to a Grant budget.  

f.     That an appropriate variation be made to the current Deed of Lease to secure reasonable public access to the breastwork and boardwalk in front of the clubhouse.

Carried

 


 

3.    Representation Review 2018 - Local Government Commission Determination

Type of Report:

Information

Legal Reference:

Local Electoral Act 2002

Document ID:

693953

Reporting Officer/s & Unit:

Deborah Smith, Team Leader Governance

 

3.1   Purpose of Report

To bring to Council the determination of the Local Government Commission in relation to the 2018 representation review.

 

 

At the meeting

There was no further discussion on this item.

Council resolution

Councillors Price / Hague

That Council:

a.     Receive the Local Government Commission determination on the 2018 representation review.

b.     Note that Officers will make the appropriate arrangements for the 2019 elections in liaison with Council’s election provider.

Carried

 


 

4.    Ordering of candidates' names on voting documents

Type of Report:

Operational

Legal Reference:

Local Electoral Act 2001

Document ID:

694417

Reporting Officer/s & Unit:

Deborah Smith, Team Leader Governance

 

4.1   Purpose of Report

To obtain a decision from the Council on the ordering of candidates’ names on voting documents, as per the Local Electoral Act 2001.

 

 

At the meeting

There was no further discussion on this item.

Council resolution

Councillors Price / Hague

That Council:

a.     Endorse the presentation of candidates’ names in random order on voting documents for the 2019 Local Government Elections.

Carried

 


 

5.    Napier Roll of Honour

Type of Report:

Procedural

Legal Reference:

Local Government Act 2002

Document ID:

697896

Reporting Officer/s & Unit:

Charles Ropitini, Strategic Maori Advisor

 

5.1   Purpose of Report

To consider and approve the reviewed Napier Roll of Honour for display at the War Memorial Centre site.

 

 

At the meeting

In response to questions from Councillor Hague, the Strategic Māori Advisor reconfirmed the eligibility criteria to be named on the Roll of Honour and clarified the following points:

·         Council officers are concerned about the precedent that would be set if Council were to include those names that have been clearly identified as not meeting the criteria. Of the 15 names identified for removal, a number died well outside of the New Zealand government conflict period, returning to Napier after the conflict and living into their old age - if the names were not removed, consideration would need to be given to all others that served and returned to Napier but have not been recognised in this way.

·         Five of those identified for removal, Council officers and the researchers involved are quite certain that they are either not real names or have no association with Napier. It is thought that they may have been associated with Napier by way of the name of their departure vessel ‘Hawke’s Bay’ only.

·         One family has come forward to advise that their relative held no connection to Napier and asked for the name to be removed. Another family advised that their family member is recorded on another roll.

·         Without publicising the names and using the databases that the researchers involved have had access to, Council would not have been able to track as many families as they have. Council officers are certain that every effort has been made to identify the individuals and track families.

·         As Council works through the detailed design phase, a space will be considered for further names to be added, where appropriate. A policy and procedure will be put in place regarding any supplementary plaque or dedicated space for future additions. Although officers are confident that no mistake has been made in identifying the 15 names for removal, if it is found that names have been removed in error they will be able to be reinstated at a future date in accordance with the policy.

Councillor Hague confirmed that she would be happy to vote in support of the motion knowing that if a mistake has been made in removing any of the identified names, that they can be reinstated.

It was noted that the total number of those that have served in various conflicts is unknown; however, on average across New Zealand, it can be expected that the Roll of Honour represents around 10-20% of those that served from the region. A number of Councillors suggested that there may be opportunities through remembrance artwork to also recognise all those that served including survivors.

Council resolution

Councillors Price / Hague

That Council:

a.     Approve the Napier Roll of Honour as an official Civic list of war dead for display at the War Memorial Centre site, and:

b.     Approve that 15 identified names from the 1995 Roll of Honour deemed by research to have good and legitimate reason for removal are not carried forward to the revised Roll of Honour.

Carried

 


 

 

7.    Greendale Pool Funding Decision: Council Projects Fund

Type of Report:

Operational

Legal Reference:

N/A

Document ID:

700270

Reporting Officer/s & Unit:

Glenn Lucas, Manager Sport & Recreation

 

7.1   Purpose of Report

To approve a $50,000 grant to Greendale Committee to contribute towards the restoration of the Taradale School Pool (Greendale Pool).

 

 

At the meeting

Councillor McGrath confirmed that he voted against this motion at the committee meeting but that he would now be voting in support due to the lack of pool space in Napier, which he felt this pool may help to address; however, he restated his concern that Council are supporting the refurbishment of a 72 year old pool yet are planning to demolish the 20 year old Ivan Wilson pool.

Council resolution

Councillors Price / Hague

That Council:

a.     Approve that $50,000 be allocated from the 2019/20 Council Project Fund to the Greendale Committee to restore the Taradale School Pool, conditional upon the receipt of a signed tender agreement signalling the commencement of the refurbishment work.

Carried

 


 

8.    Road Stopping - Corner of Geddis and Longfellow Avenues

Type of Report:

Legal

Legal Reference:

Local Government Act 1974

Document ID:

696916

Reporting Officer/s & Unit:

Bryan Faulknor, Manager Property

Jenny Martin, Property and Facilities Officer

 

8.1   Purpose of Report

To confirm the Council resolution of 30 October 2018 to initiate the road stopping process in accordance with the 10th Schedule of the Local Government Act 1974 and subsequent sale of approximately 188m2 of the current legal road on the corner of Geddis and Longfellow Avenues, to Ahuriri District Health.

 

 

At the meeting

There was no further discussion on this item.

Council resolution

Councillors Price / Hague

That Council:

a.     Declare the road adjoining 65 Geddis Avenue, as described in the Schedule hereto, to be stopped; and

b.     Transfer the stopped road to the owners of the adjoining land, as described in the Schedule hereto, and require the amalgamation of the stopped road with the adjoining land under one record of title.

 

SCHEDULE

 

Hawkes Bay Land District – Napier City

 

Area

Description

Adjoining Land

 

0.0188 ha

Section 1 SO Plan

530636

Record of Title

HBM3/1138

 

Carried

 


 

9.    Omarunui Refuse Landfill Joint Committee Minutes 7 December 2018

Type of Report:

Information

Legal Reference:

N/A

Document ID:

696550

Reporting Officer/s & Unit:

Cheree Ball, Governance Advisor

 

9.1   Purpose of Report

To present to Council the unconfirmed minutes of the Omarunui Refuse Landfill Joint Committee meeting, held on 7 December 2018.

 

 

At the meeting

There was no further discussion on this item.

Council resolution

Councillors Price / Hague

That Council:

a.     Receive the unconfirmed minutes of the Omarunui Refuse Landfill Joint Committee meeting from 7 December 2018. 

Carried

 


 

Reports from Regulatory Committee held 19 February 2019

 

1.    NCC and Napier City Business Inc Events 2019

Type of Report:

Procedural

Legal Reference:

Local Government Act 2002

Document ID:

694616

Reporting Officer/s & Unit:

Fleur Lincoln, Strategic Planning Lead

 

1.1   Purpose of Report

The purpose of this report is to obtain a resolution of Council to allow trading in a public place to occur at Napier City Council and Napier City Business Inc events in Napier city until the end of October 2019.

 

 

At the meeting

There was no discussion on this item.

Council resolution

Councillors Price / Wright

That Council:

a.     Approve the sale of food and beverages, including alcoholic beverages, to the public on public land within the city centre as part events held by either Napier City Council or Napier City Business Inc until the 31st October 2019.

Carried

 

 


 

Reports Under Delegated Authority

 

1.    Tenders Let

Type of Report:

Information

Legal Reference:

N/A

Document ID:

707806

Reporting Officer/s & Unit:

Debbie Beamish, Executive Assistant to the Chief Executive

 

1.1   Purpose of Report

To report Tenders let under delegated authority for the period 22 November 2018 – 22 February 2019.

 

At the meeting

There was no discussion on this item.

Council resolution

Councillors Taylor / Wright

 

That Council:

a.     Receive the Report of Tenders Let for the period 22 November 2018 – 22 February 2019.

Carried

 

 

2.    Resource Consents

Type of Report:

Information

Legal Reference:

N/A

Document ID:

707813

Reporting Officer/s & Unit:

Debbie Beamish, Executive Assistant to the Chief Executive

 

2.1   Purpose of Report

To present the report on Resource Consents issued under delegated authority for the period 22 November 2018 to 22 February 2019.

 


 

 

At the meeting

There was no discussion on this item.

Council resolution

Councillors Dallimore / Hague

That Council:

a.     Receive the report on Resource Consents issued under delegated authority for the period 22 November 2018 to 22 February 2019.

 

Carried

 

 

3.    Documents Executed Under Seal

Type of Report:

Information

Legal Reference:

N/A

Document ID:

707817

Reporting Officer/s & Unit:

Debbie Beamish, Executive Assistant to the Chief Executive

 

3.1   Purpose of Report

To report of Documents Executed Under Seal for the period 22 November 2018 – 22 February 2019.

 

At the meeting

There was no discussion on this item.

Council resolution

Mayor Dalton / Councillor Dallimore

 

That Council:

a)     Receive the Report of Documents Executed Under Seal for the period 22 November 2018 – 22 February 2019.

 

Carried

 

 


 

4.    Official Information Requests

Type of Report:

Information

Legal Reference:

Local Government Official Information and Meetings Act 1987

Document ID:

708001

Reporting Officer/s & Unit:

Cheree Ball, Governance Advisor

 

4.1   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 Taylor / Jeffery

That Council:

 

a.     Receives the report Official Information Requests for the year to 26 February 2019.

 

Carried

 

 


 

PUBLIC EXCLUDED ITEMS

 

Council resolution

Councillors White / Tapine

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

Carried

 

Reports from Strategy and Infrastructure Committee held 19 February 2019

1.         Omarunui Refuse Landfill Joint Committee Public Excluded Minutes 7 December 2018

 

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 19 February 2019

1.  Omarunui Refuse Landfill Joint Committee Public Excluded Minutes 7 December 2018

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.

 

The meeting moved in to committee at 4.01pm.

 

 

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

 

 

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

 

 

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

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

 

 

Extraordinary Meeting of Council

Open Minutes

 

Meeting Date:

Friday 15 March 2019

Time:

1.00pm-1.20pm

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 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

Administration

Governance Team

 

 


 

Apologies

Nil

Conflicts of interest

Nil   

Public forum

Nil   

Announcements by the Mayor

The Mayor wished the Chief Executive a happy birthday on behalf of Council.

Announcements by the management

Nil   

 

Item

Requestor

Action

Responsible

2

Cr McGrath

To reassess the Bay Skate membership structure and consider whether costs could be reduced for frequent/high users of this facility.

Director Community Services

 


 

Agenda Items

 

1.    Proposal for Draft Annual Plan 2019/20 and consultation material

Type of Report:

Legal

Legal Reference:

Local Government Act 2002

Document ID:

708130

Reporting Officer/s & Unit:

Jane McLoughlin, Corporate Planner

Caroline Thomson, Chief Financial Officer

Adele Henderson, Director Corporate Services

 

1.1   Purpose of Report

The purpose of the report is formally approve the underlying information and approve key decisions from Council for the development of the draft Annual Plan 2019/20.

 

At the meeting

A substitute motion was proposed in relation to part f. of the officers’ recommendation regarding recycling services. It was agreed that this was appropriate considering flexibility will be required due to frequent changes in this space.

It was noted that some constituents had expressed concern around Annual Plan hearings being replaced with public consultation evenings. Councillor Boag advised that she hoped hearings would be reinstated in future.

In response to questions from Councillors it was clarified that the change in cash flow noted between the Long Term Plan and the draft Annual Plan is predominantly as a result of lower than estimated section sales in Parklands and also takes the mediation settlement into account.

Officers’ recommendation

That Council:

a.     Resolve that the draft 2019/20 Annual Plan be prepared on the basis of this report and supporting documentation including decisions made at this meeting.

b.     Note that the draft 2019/20 Annual Plan and consultation document will be reported back for Council adoption on 26 March 2019.

c.     Note the proposed rates increase for 2019/20 will be 5.9%. 

d.     Note that the WMMP recycling consultation recommends smoothing the cost of the implementation over two years by utilising Council reserves in Year 1.

e.     Note that bringing forward water related capital projects of $7.8m will have an impact on the 2020/21 financial year of 0.7%.

f.     Note that the WMMP waste consultation will not impact services for 2019/20, however, it will confirm Council’s support for WMMP adopted 4 September 2018 for the agreed services will which have an impact on rates of approximately 1% for 2020/21 and will be tendered late 2019.

g.     Note that targeted engagement will occur with those residents impacted by the proposed targeted rate associated with the Whakarire Rock Revetment.

h.     Note the supporting documentation for the draft Annual Plan 2019/20 be received.

i.      Note that changes to the Revenue and Financing Policy will be consulted on concurrently with the Annual Plan consultation.

j.      Note that changes to the Rates Remission Policy will be consulted on concurrently with the Annual Plan consultation.

k.     That the documents and underlying information can be amended for minor refinements as for adoption of reports on 26th March 2019.

Substitute motion

Councillors Wright / Hague

That Council:

a.     Resolve that the draft 2019/20 Annual Plan be prepared on the basis of this report and supporting documentation including decisions made at this meeting.

b.     Note that the draft 2019/20 Annual Plan and consultation document will be reported back for Council adoption on 26 March 2019.

c.     Note the proposed rates increase for 2019/20 will be 5.9%. 

d.     Note that the WMMP recycling consultation recommends smoothing the cost of the implementation over two years by utilising Council reserves in Year 1.

e.     Note that bringing forward water related capital projects of $7.8m will have an impact on the 2020/21 financial year of 0.7%.

f.     Note that:

i.    A budget provision for recycling services has been included in 2019/20.  Consultation will include seeking feedback on smoothing the rates impact by utilising reserves over two years.

ii.   A separate paper will be coming to Council on recycling services.

iii.  Council may undertake separate/or more detailed recycling consultation should the nature of the service deviate significantly from the plan agreed to date.

g.     Note that targeted engagement will occur with those residents impacted by the proposed targeted rate associated with the Whakarire Rock Revetment.

h.     Note the supporting documentation for the draft Annual Plan 2019/20 be received.

i.      Note that changes to the Revenue and Financing Policy will be consulted on concurrently with the Annual Plan consultation.

j.      Note that changes to the Rates Remission Policy will be consulted on concurrently with the Annual Plan consultation.

k.     That the documents and underlying information can be amended for         minor refinements as for adoption of reports on 26th March 2019.

Carried

Substantive motion

Council resolution

Councillors Tapine / Hague

That Council:

a.     Resolve that the draft 2019/20 Annual Plan be prepared on the basis of this report and supporting documentation including decisions made at this meeting.

b.     Note that the draft 2019/20 Annual Plan and consultation document will be reported back for Council adoption on 26 March 2019.

c.     Note the proposed rates increase for 2019/20 will be 5.9%. 

d.     Note that the WMMP recycling consultation recommends smoothing the cost of the implementation over two years by utilising Council reserves in Year 1.

e.     Note that bringing forward water related capital projects of $7.8m will have an impact on the 2020/21 financial year of 0.7%.

f.     Note that:

i.          A budget provision for recycling services has been included in 2019/20.  Consultation will include seeking feedback on smoothing the rates impact by utilising reserves over two years.

ii.         A separate paper will be coming to Council on recycling services.

iii.        Council may undertake separate/or more detailed recycling consultation should the nature of the service deviate significantly from the plan agreed to date.

g.     Note that targeted engagement will occur with those residents impacted by the proposed targeted rate associated with the Whakarire Rock Revetment.

h.     Note the supporting documentation for the draft Annual Plan 2019/20 be received.

i.      Note that changes to the Revenue and Financing Policy will be consulted on concurrently with the Annual Plan consultation.

j.      Note that changes to the Rates Remission Policy will be consulted on concurrently with the Annual Plan consultation.

k.     That the documents and underlying information can be amended for minor refinements as for adoption of reports on 26th March 2019.

Carried

 


 

2.    Amendments to Policies and Fees and Charges

Type of Report:

Procedural

Legal Reference:

Local Government Act 2002

Document ID:

711623

Reporting Officer/s & Unit:

Adele Henderson, Director Corporate Services

Ross Franklin, Consultant

Caroline Thomson, Chief Financial Officer

 

2.1   Purpose of Report

To recommend minor changes to rating policy and regulatory fees for consultation as part of the Annual Budget 2019/20.  To also recommend consequential amendments to the Rates Remission Policy and Revenue and Financing Policy for consultation concurrently to the Annual Plan 2019/20. 

 

At the meeting

In response to questions from Councillors the following points were clarified:

·         The Director Community Services acknowledged comments regarding reduced costs for frequent/high users of Bay Skate, and advised that the membership structure could be reassessed to address this. It was noted that officers would consider this.

·         The Director City Services confirmed that fee increases in relation to new developments are more or less set on a cost recovery basis.

Council resolution

Councillors McGrath / Price

That Council:

a.     Agree to consult as part of the draft Annual Plan Budget 2019/20 on:

i.      Introducing a targeted rate of approximately $380 per annum for residents of Whakarire Avenue in Westshore.

ii.     Increases to fees as specified in the document titled 2019/20 Fees & Charges – Full List of Updated Fees and Charges.

iii.    Rates Remission Policy changes as outlined in the report titled Amendments to Policies and Fees and Charges.

iv.    Revenue and Financing Policy changes as outlined in the report titled Amendments to Policies and Fees and Charges.

 

Carried

 

 


 

 

3.    Mediation Settlement

Type of Report:

Legal

Legal Reference:

Building Act 2004

Document ID:

707742

Reporting Officer/s & Unit:

Adele Henderson, Director Corporate Services

 

3.1   Purpose of Report

To present an alternative option for funding the confidential mediation settlement of 7 Humber Street (Waterfront Apartments).

 

At the meeting

A number of Councillors expressed their dissatisfaction with current legislation which leaves ratepayers to bear the brunt of ‘leaky homes’ defect-related claims. It was noted that the claim is lodged in the High Court and the building company is therefore named as a matter of public record.

In response to questions from Councillors the following points were clarified by management:

·         Council currently has one outstanding claim as noted in the Annual Report. It is therefore in the best interests of the ratepayers that the Waterfront Apartments settlement figure is not disclosed and remains confidential.

·         Any party that discloses confidential terms of the mediation settlement will consequently be held to account; Councillors were advised to notify the Mayor or Chief Executive if they believe there has been a breach.

·         The terms of the builder’s settlement will also be confidential and there will be no opportunity to pursue further compensation from any parties that have settled through mediation.

·         A report will be brought to Council shortly to consider a remit asking central government to reassess the issue of joint and several liability in these matters. It was noted that central government had discussed this previously, but decided to consider reforms within the building legislation instead. The Mayor confirmed that there will likely be enormous support from other Councils for this remit.

Council resolution

Councillors Price / Brosnan

That Council:

a.     Note that the claim for 7 Humber Street (Waterfront apartments) was successfully settled through mediation within the delegation provided to the Chief Executive at the Extraordinary Council meeting held 8th February 2019.

b.     Note that the details of the settlement are confidential.

c.     Revoke resolution (b), (c), (d) and (e) of item 1 made by the Council on 8 February 2019 as the Council wants to change how the settlement is to be funded.

d.     Resolve the following funding for the mediation settlement:

i.      Resolve that funding of the mediation settlement be comprised of a split between Parklands Residential Development reserve fund and a reduction in costs and increased revenues within Council activities.

ii.     Utilise the provision made within the annual accounts 2018/19 in relation to the claim.

iii.    Note that any successful claim against Riskpool will result in funding being returned to the Parklands reserve and that otherwise the reserve will not be specifically replenished for the funds taken out.

iv.    Note compliance with section 80 of the Local Government Act 2002 has been met in relation to the deviation from the Liability Management Policy (by setting out in the report the departure, the reasons for it, and noting that there is no intention to amend the policy).

v.     Note that the proposed funding will not impact rates for 2019/20.

 

Carried

   

 

 

The meeting closed at 1.20pm.

 

 

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

 

 

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

 

 

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

 


Ordinary Meeting of Council - 16 April 2019 - Open Agenda

 

 

Extraordinary Meeting of Council

Open Minutes

 

Meeting Date:

Tuesday 2 April 2019

Time:

2.00pm – 2.40pm

Venue

Graeme Lowe Stand Corporate Lounge 2
McLean Park
Latham Street
Napier

 

 

Present

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

In Attendance

Chief Executive, Director Infrastructure Services, Director City Services, Director City Strategy, Manager Communications and Marketing, Chief Financial Officer, Manager Community Strategies, Waste Minimisation Lead

Ross Franklin – Consulting Accountant

Administration

Governance Team

 

 


 

Apologies

Nil

Conflicts of interest

Nil

Public forum

Nil

Announcements by the Mayor

Nil

Announcements by the management

Nil

 

 


 

Agenda Items

 

1.    Kerbside recyling collection

Type of Report:

Operational

Legal Reference:

Local Government Act 2002

Document ID:

710714

Reporting Officer/s & Unit:

Jon Kingsford, Director Infrastructure Services

 

1.1   Purpose of Report

To communicate to Council the process officers are following to implement the kerbside recycling collection as per the Joint Waste Management and Minimisation Plan (WMMP) adopted by Council in September 2018, and to seek approval for the budget parameters to enable officers to go to tender for an enhanced kerbside recycling collection service based on the Joint Waste Management and Minimisation Plan (WMMP).

 

At the meeting

The plastics recycling paper taken to the Strategy and Infrastructure Committee in public excluded on 28 March 2019, and associated minutes, have since been released into the open record and were tabled at this meeting as supporting information to this item – see Appendix One.

The Chief Financial Officer noted two corrections to the table on page 10 of the agenda:

  • The 2.2% rates figure for the 2019/20 part pay option for consultation should be corrected to 1.4%
  • The 3.8% rates figure for the 2019/20 full pay option for consultation should be corrected to 3%

The following points were made in discussion:

  • The Joint Waste Futures Project Steering Committee is aware of the risk in the recycling space and that Napier needs to go to tender as soon as possible as part of mitigating that risk. It is recognised that the Waste Management and Minimisation Plan (WMMP) is in many ways aspirational and may take several phased steps to achieve.
  • The risk of the current contract has been balanced against the benefits of a fully regional approach, and it is believed that the risk and demands on the team are too high not to proceed to tender earlier than Hastings District Council. All tender documentation will be available to Hastings, and the waste contract to be tendered in 2020 will be a fully joint process.
  • Although costs have risen at the transfer station in relation to the transport of glass recyclables, it is not believed that there is a reduction in the market for glass at this point.
  • Central Government return schemes tend to focus on types of product rather than the material of the product.
  • Once Council has made a final decision on the collection of plastic types 3-7 at its upcoming meeting scheduled for 16 April 2019, any changes to the current process would require a communications and education programme to be developed. It is anticipated that should any changes be made these would be implemented mid-May 2019 at the earliest.
  • The communications plans around Napier’s changes would be separate to those indicated in the WMMP but will be a joint approach with Hastings to the extent possible.
  • All territorial authorities are allocated a proportion of the national waste levy. Currently this is allocated to a waste management fund intended to implement actions under the WMMP. Other funding from the levy would only be available for novel ideas for waste minimisation.
  •  The option to provide a pricing range to tenderers was explored; it is believed that having a fully open tender will create the desired level of competition for the tender.
  • It was asked that an internal Council-provided option be further investigated as a long term option.
  • Previous examples of land banking recyclable materials have resulted in contamination of the materials within a few years of collection. It was also noted that collecting for landbanking purposes would increase greater sorting costs.
  • The $95 is per rating property.

Council resolution

Councillors Brosnan / Hague

That Council:

a.     Approve the extension of the current temporary arrangement for the provision of kerbside recycling collection service until a new service commences.

b.     Approve to go to tender specifying outcomes sought through the contract and align with the Waste Management and Minimisation Plan (WMMP) 2018-2024 in regards to weekly collection and receptacle(s) provided, with a budget equivalent to costs of up to $95 per annum for each ratepayer receiving the service (including GST).

c.     Note that Officers are working towards tendering for the kerbside recycling collection service as outlined in the Joint Waste Management and Minimisation Plan (WMMP) 2018-2024, for the contract to take effect as close to 1 November 2019 as possible. 

d.     Note that Council have a recommendation from the Strategy and Infrastructure Committee to collect only Grades 1 and 2 plastics, thus discontinuing the collection of plastics 3-7. 

e.     Note that Council will undertake consultation with the public as part of the Annual Plan 2019/20 for the funding of the kerbside recycling collection service and how it relates to the Joint Waste Management and Minimisation Plan (WMMP) 2018-2024, based on the current estimated cost increases.  The consultation will include options on how the cost for ratepayers will be phased in. 

 

Carried

 

 


 

2.    Amendments to the Revenue and Financing Policy and the Rates Remission Policy

Type of Report:

Legal and Operational

Legal Reference:

Local Government Act 2002

Document ID:

711740

Reporting Officer/s & Unit:

Caroline Thomson, Chief Financial Officer

Ross Franklin, Consultant

 

2.1   Purpose of Report

To recommend the proposed amendments to the Revenue and Financing Policy and the Rates Remission Policy for adoption by Council and subsequent consultation with the community. 

 

At the meeting

In response to questions from Councillors it was advised that these policies are being brought to Council now to ensure that there is as much clarity and transparency as possible as early as possible.

“Water by meter” is considered a rate, and in practice there have been remissions of this rate, but the policy did not previously cover this. The updated policy is intended to clarify actual practice.

 

Council resolution

Councillors Hague / Wise

That Council:

a.     Adopt the attached materials for consultation on amendments to the Revenue and Financing Policy. 

i.      Statement of Proposal to amend the Napier City Council Revenue and Financing Policy.

ii.     Amended Revenue and Financing Policy.

b.     Adopt the attached materials for consultation on amendments to the Rates Remission Policy. 

i.      Statement of Proposal to amend the Napier City Council Rates Remission Policy.

ii.     Amended Rates Remission Policy.

c.     Delegate authority to Council’s Chief Financial Officer for the management and implementation of the Rates Remission Policy.

 

Carried

 

 


 

3.    Consultation Document and draft Annual Plan 2019/20

Type of Report:

Legal

Legal Reference:

Local Government Act 2002

Document ID:

708247

Reporting Officer/s & Unit:

Jane McLoughlin, Corporate Planner

Caroline Thomson, Chief Financial Officer

Adele Henderson, Director Corporate Services

Natasha Carswell, Manager Community Strategies

 

3.1   Purpose of Report

To present the consultation document and supporting information for the annual plan 2019/20 for Council’s adoption. 

 

At the meeting

Some minor typographical corrections identified in the consultation document were tabled. A typographical correction in the report was noted – the Funding Application Community meeting is currently scheduled for 29 May 2019, not 29 June. 

The following updates to the document were discussed:

  • The rates affordability parameters, and Council’s internal borrowing levels will be stated in the consultation document
  • The image of Perfume Point has been transposed 180 degrees and will be corrected
  • A total three waters figure could be provided in the “what you get for your rates dollar” supporting document, with the separate waters broken down underneath the total. There was comfort with either this or the current presentation expressed. 

It was noted that while there are some challenges ahead for Council and it will be important to continue to actively manage risks and opportunities, Napier is in a stronger starting position financially than many Councils to manage these. 

 

Council resolution

Councillors Wise / Taylor

That Council:

a.     Approve the amendments to fees and charges for Environmental Health and Planning Support Services in the document titled Fees and Charges 2019/20.

b.     Adopt the following documents as supporting information:

·      Long Term Plan 2018-28 Major Projects Update

·      FAQs – Water

·      FAQs – Waste

·      Capital Programme Changes

·      What you get for your rates dollar

c.     Adopt the Consultation Document form the basis of Council’s consultation with the community on the Annual Plan 2019/20.  

d.     Note that separate consultation will occur on the Revenue and Financing Policy to inform the Annual Plan 2019/20.

e.     Delegate responsibility to the Chief Financial Officer to approve any final edits required to the Consultation Document and supporting information in order to finalise the documents for uploading online and physical distribution.

 

Carried

   

 

The meeting closed at 2.40pm

 

 

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

 

 

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

 

 

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

 

 

 

 

 

 

 

 

 


 

Appendix One