Agenda of Ordinary Meeting of Council

Ordinary Meeting of Council - 03 April 2018 - Open Agenda

ORDER OF BUSINESS

Apologies

Nil

Conflicts of interest

Public forum

Annie Dundas – Hawke’s Bay Tourism

Angie Rawlinson – Many Hats – Conference Organiser

Kerryann Gibbs – Scenic Hotel Te Pania

Fiona Simon – Quest Hotel

Katie Nimon – Nimons

Announcements by the Mayor

Announcements by the management

Confirmation of minutes

That the Draft Minutes of the Ordinary Meeting of Council held on Tuesday, 20 February 2018 be confirmed as a true and accurate record of the meeting (page 115 refers).

That the Draft Minutes of the Extraordinary Meeting of Council held on Friday, 16 March 2018 be confirmed as a true and accurate record of the meeting (page 129 refers).

Agenda items

1 Hawke's Bay Airport Limited - 2018/19 Draft Statement of Intent..................................... 4

2 Hawke's Bay Airport Limited - Half Year Report to 31 December 2017.......................... 11

3 Renaming Napier Conference Centre........................................................................... 30

4 Submission of Remit application to LGNZ..................................................................... 53

5 Representation Review - Additional options.................................................................. 60

Reports / Recommendations from the Standing Committees

Reports from Māori Consultative Committee held 27 March 2018.................................. 70

Reports from Strategy and Infrastructure Committee held 6 March 2018

1 Name of the Conference Centre Building...................................................................... 71

2 Coastal Hazards Strategy............................................................................................. 73

3 Traffic Safety Improvements - Jervoistown.................................................................... 74

4 20 & 21 Chambers Street, land legalisation - land to be declared road.......................... 75

Reports from Audit and Risk Committee held 15 March 2018

1 Insurance Arrangements .............................................................................................. 77

2 Reappointment of Chair and Independent Member....................................................... 79

3 Draft Long Term Plan 2018-28 Underlying Documents................................................. 80

4 Risk Management Report March 2018.......................................................................... 83

5 Health and Safety Report ending 28 February 2018...................................................... 85

6 Investment and Debt Report......................................................................................... 86

7 Sensitive Expenditure - Mayor and Chief Executive...................................................... 87

8 Audit Arrangements for Year Ending June 2018 ........................................................... 88

Reports from Finance Committee held 20 March 2018

1 Hawkes Bay Local Authority Shared Services - Structure change................................. 89

2 Representation Review................................................................................................. 91

3 Financial Forecast to 30 June 2018.............................................................................. 93

4 Hawke's Bay Museums Trust - Draft Statement of Intent 2018 - 20............................... 94

5 Hawke's Bay Museums Trust - Half Yearly Report to 31 December 2017...................... 95

6 Quarterly Report for the six months ended 31 December 2017..................................... 96

Reports under delegated authority

1 Tenders Let.................................................................................................................. 97

2 Official Information Requests to 26 March 2018............................................................ 97

3 Resource Consents...................................................................................................... 97

4 Schedule of Documents Executed Under Seal.............................................................. 97

Public Excluded ............................................................................................................. 97

Ordinary Meeting of Council - 03 April 2018 - Open Agenda Item 3

3. Renaming Napier Conference Centre

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	452646
Reporting Officer/s & Unit:	Antoinette Campbell, Director Community Services

3.1 Purpose of Report

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

Officer’s Recommendation

That Council

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

Mayor’s Recommendation

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

3.2 Background Summary

Redevelopment of Napier War Memorial Conference Centre

In 1995, Napier City Council undertook a project review with public consultation around its intention to redevelop the War Memorial Hall. The report noted that the plan was to establish a conference centre catering for up to 300 people that would provide significant benefits to the economy of Napier. The War Memorial Hall was seen as the ideal location for a multi-use public amenity conference centre. The War Memorial Hall was in a deteriorating state, underutilised, and unsuitable for contemporary needs with inherent design problems and requiring a large amount of work to restore it. The report noted that Napier has a number of competitive advantages as a City of interest in a region with considerable tourism potential, but that it failed to capitalise on these advantages as a consequence of lack of conference and accommodation facilities. If a conference centre development proceeded, Napier stood to gain considerable domestic business from conferences as well as the consequential increase in overseas visitors that such a development would ultimately bring. The decision was made in 1993 to proceed with the development of the War Memorial Centre into a conference centre. A copy of the report is shown at Attachment A.

On 20 May 2015, Council received a report advising that a routine seismic assessment had identified that strengthening work would be required for the Napier War Memorial Conference Centre. In advance of the full report being received, the Council had resolved in principle to support a timing change for the upgrade already included in the Long Term Plan, bringing it forward to 2015/16. The final decision for the upgrade was made at the Council meeting 30 June 2015, with a business case for the redevelopment to be complete end July 2015.

At an Extraordinary Meeting on 30 June 2016, Council approved the following resolution for the redevelopment project of the Napier War Memorial Conference Centre:

a. That the All in One construction of the exhibition hall area along with the original building extension and strengthening to commence April 2016 once the full business case, and design work has been completed and reviewed by Council. The estimated completion date to be January 2017.

b. That Funding of $1.2m be allocated from the Earthquake Strengthening fund.

c. Note that trading to continue until construction starts, with users of the facility notified of current NBS rating.

Council received the final business case in July 2016 that provided the basis on which to approve the redevelopment project. The key factors for consideration included:

· Seismic strengthening needed to be in line with national standards;

· The preservation of a key public building;

· The creation of fit for purpose, state of the art conferencing facility with trade exhibitor space;

· That the venue was still to host local community events for continued contribution to social and community development;

· The redevelopment could help further develop business tourism to the region and improve economic outcomes for Napier and Hawke’s Bay region;

· The redevelopment was in line with the Council’s Long Term Plan 2015-2025; and

· The redevelopment could contribute to the City Vision for a vibrant and prosperous Napier.

An economic impact assessment provided as part of the business case identified that the redeveloped facility was expected to provide $7.1 million overall economic activity/ GDP impact to the local economy.

Redevelopment Project Brand Position Assessment and Name Change

As part of the redevelopment, an assessment was conducted on the branding and positioning of the facility within the lucrative conference market. The risks related to the facility name identified by a Strategy and Marketing Consultant assisted Council in forming their position on the naming of the centre; these are presented in this paper.

On 8 June 2016, a report was submitted to the City Development Committee, following which Council resolved to rename the facility the ‘Napier Conference Centre’ for the following reasons:

· The existing name was no longer relevant; the building had had significant changes from its original form and purpose in 1995 and again in 2015 and War Memorial elements had been removed from the building;

· The existing name created marketing issues, especially for international clients who confused the facility as a Leagues Club or Returned Services Association club rooms; and

· The name ‘Napier Conference Centre’ had been developed in consultation with the Napier and the Taradale RSAs who were in support of the decision.

The redeveloped Napier Conference Centre opened in March 2017 and provides a specialist premier conferencing facility and trade exhibitor space for Hawke’s Bay. The total cost of the redevelopment was approximately $7.1 million.

Current Council Recommendation

At the Strategy and Infrastructure Committee meeting on 6 March 2018 a paper was presented with the Officer’s Recommendation that Council rename the conference centre building to ‘War Memorial Napier Conference Centre’

At the meeting the Committee recommended that Council:

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

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

At the meeting it was also discussed that the facility should be a community facility first and foremost and a conference facility second, which is a change from the current levels of service.

3.3 Issues

Expected impact of the removal of the word “conference” from the name of the facility

The 2016/17 redevelopment investment from Council and the community was to ensure a state of the art conference venue in Napier, grow the commercial brand, and increase business tourism in the region. It is believed that the proposed change to remove the word ‘conference’ from the venue’s trading name poses a significant risk to the long-term viability of the venue as a commercial enterprise. This change would create a fundamental shift of the core business of the Napier Conference Centre.

The venue’s ability to attract large national and international conferences is likely to be impacted resulting in a venue that predominantly services local community events. This would have a significant impact on the benefits that the facility was forecast to return to the local economy.

There are two key issues which need to be considered when understanding the impacts of the Committee recommendation:

1. The inclusion of the term ‘War Memorial’

Strategy and Marketing Consultant (and brand specialist) Lucy Dobbs has identified several risks associated with changing the name to ‘Napier War Memorial Centre’. The term ‘War Memorial’ has little relevance to today’s highly competitive conference market and those seeking professional venue options. Further, the term was identified as alienating to potential clients.

There is a need to define the primary goal of the asset, and failure to do so also creates risk. Napier City Council needs to determine if the asset is:

a. A community facility that comprises a museum/ memorial facility to honour the fallen, with a focus towards Napier locals and tourists interested in history, or

b. A commercially driven Council asset with key economic deliverables, targeting national and international businesses and corporates and recognising the War Memorial history of the facility.

Ms Dobbs noted a name change is expected to create reputational risks by ‘making the asset look inconsistent and unprofessional’.

2. The exclusion of the term ‘Conference Centre’

Ms Dobbs also believed that there is risk with the omission of the word ‘conference’ from the facility name.

A ‘War Memorial Conference Centre’ could potentially maintain some market position while servicing community interests; the name ‘War Memorial Centre’ is anticipated to put both the commercial viability and community accessibility of the facility at significant risk.

The use of the word ‘conference’ is key for the acquisition of new clients. Potential customers who are not already familiar with the facility will be searching for venue options based on the category terminology they are accustomed to. When a venue uses the title of ‘conference centre’, it comes with an accepted implication of capacity and functionality. This offers potential customers a base certainty of what they can expect from the facility even before they progress to more detailed logistics and planning. The risk for the facility is ‘under-marketing’; as well as challenges to the acquisition of new leads, the Conference Centre may stand to lose existing clients if they believe the capacity of the venue has changed or is no longer suitable.

Lucy Dobbs, Branding and Communications Specialist, supports this view, and advises that taking the word ‘Conference’ out of the name has the strong potential to reduce interest and cause confusion for new customers who do not understand the offering of the facility, support this.

Research was undertaken with 10 conference organisers to understand what impact the name change would have on this target audience. The results clearly show that customers would have a different understanding of the services the venue would provide without the word conference in the name (see Attachment B).

Ms Dobbs further reinforces that if the business struggles to engage with clients and capture conversions, there will be risk to achieving commercial targets, without further marketing investment to compensate.

The discussion at the 6 March 2018 Committee meeting suggested that councillors viewed a change in focus of the Napier Conference Centre, towards much greater community emphasis, favourably. It should be noted that this change in focus would have a direct impact on revenue from the facility, with flow on effects on the costs the community would have to pay. Due to the commercial revenue collected from non-community business, the community currently receives a 40% discount on commercial costs. Any reinvestment/ trading deficits would impact not only on rates, but also affordability for the community.

The national conference market is worth $558 million annually, Hawke’s Bay currently contributes 2% of this market. It is projected that the national conference market will grow to $750 million annually by 2020. There is a risk that by taking the word ‘conference’ out of the facility name, our ability to compete in this highly valuable and competitive market would be significantly reduced.

Millennium Rebranding

In the year 2000, the Conference Centre was rebranded from ‘War Memorial Centre’ to the ‘Napier War Memorial Conference Centre’ (see below); in 2011 the logo was refreshed and modernised to reflect the idyllic location.

The name was unchanged through the 2011 exercise, and so remained the Napier War Memorial Conference Centre for sixteen years until just before the facility’s closure for redevelopment in February 2016.

Logo c.2000

Logo 2011 - 2016

Logo 2016 – current

3.4 Significance and Consultation

Council initiated a Steering Group comprised of both councillors and external contributors to consider the views and feelings of the community on the Roll of Honour and design brief for new memorial elements still to be created. It was agreed by the Steering Group at their August 2017 meeting that as a Steering Group they would not provide collective comment on the name of the centre, the rationale for this deferral was due to the Napier RSA submitting their position after their July AGM. It was felt that as the stance of the Napier RSA was decided it was not tenable for the Steering Group to consider any financial impacts of a name change, nor was it asked to consider possible impacts on the wider community e.g. local café’s, hotels or transport providers, from any proposed name change.

However, the whole community was invited to take part in engagement activities around the Roll of Honour. A small proportion of Napier residents took the opportunity to comment on the name of the facility, and their view strongly favoured reinstating ‘War Memorial’ in the name of the building. It should be noted that financial implications of a name change were not provided as part of any public engagement, and further engagement with the wider community may be required to ensure all residents are clear on the potential rates implications of what is proposed.

1.5 Implications - Financial

The financial implications of rebranding are estimated to be $142,500. It should be noted that specific additional marketing costs included in the figures below such as digital advertising and trade shows will also need to be repeated in 2019/20 financial year and all subsequent years.

Branding & design	$17,500
Signage	$16,500
Merchandise, including uniforms	$6,100
Video and digital	$7,000
Print	$500
Famil/hosting programme	$15,000
Lead generation	$20,000
Digital advertising	$14,000
Trade shows	$10,500
Advertising industry publications	$15,500
Additional resource	$20,000
Total	$142,600

The breakdown of this amount is as follows:

This amount is currently unbudgeted for and the funds to cover the cost would have to be re-allocated from another service. Details of how this would be funded are yet to be determined and will be presented to Council.

Marketing Position Risk and Impact on Revenue

Since reopening in 2017, the Napier Conference Centre has already generated good momentum toward covering its operational costs and generating a surplus. It is anticipated that the proposed name change, specifically the omission of ‘conference’, would negatively impact on the facility’s current market positioning and ability to attract high value national and international conferences and events.

Omission of ‘conference’ from the title (currently www.napierconferencecentre.nz) will see a change in the website domain name for the centre.

Digital specialist Carrie Reaney, Director of MRD - web and digital marketing, has stated it is difficult to quantify the negative effect the removal of the word ‘conference’ from the website will have on the SEO (Search Engine Optimisation) of the Napier Conference Centre’s website. However Ms Reaney does advise that the general consensus amongst colleagues, peers and the information gained from articles read recently and throughout her many years of experience in the digital industry, is that an SEO ranking is determined with a combination of factors including; website domain headings, page URL’s, content (copywriting), image tags and meta data.

Ms Reaney’s opinion is that removing ‘Conference’ from the website’s URL would have a negative impact on Organic (unpaid) SEO. She further comments that how much negative impact is hard to define, as it has always been unclear exactly how Google prioritises websites (i.e. what weight it assigns to each factor) within their search engine – this is a closely guarded secret by Google.

While strategies could be put in place to try to mitigate the risk to market position anticipated from the proposed name change, there will be an additional cost to the business. Council is currently seeking expert advice to identify strategies that could be employed to mitigate this risk and specify associated costs to the business.

Accessibility for the community

The commercial activity that occurs at the facility, including conferences, meetings, seminars and events, contributes to almost 85% of bookings; community activity contributes 16-21% of total bookings (see pie-charts below for the 2013/14 and 2015/16 years). If the focus of the venue shifts to being a community facility, there is a risk that it will no longer be affordable for the community hirer to use. This is because the commercial activity supports the ability to provide discounted community rates (currently 40% of commercial rates).

Please note: the revenue generated from community bookings would be less than 16-21% due to discounted community rate offered. Conversely, the revenue generated from commercial bookings would be higher than 79-84% as customers are paying full rates.

Economic growth in the Region

Hotels, motels, the regional airport, transport and tour operators, restaurants and tourism operators, sound, lighting and venue decorating companies and Dish Catering (in-house caterers) are all intrinsically linked to the Centre. These industries form a business eco-system which directly benefits from any conference, event or business activity occurring at the facility. A potential reduction in the conferencing market would have a direct impact on revenue and employment for these businesses. One of the objectives from the July 2016 Conference Centre business case was to drive economic growth and visitor nights. A change in focus would have a wider impact to the GDP and growth as identified earlier in this paper.

Summary

The proposed name change of the Napier Conference Centre to the ‘Napier War Memorial Centre’ poses a number of risks as presented in this paper. Council therefore needs to be aware of the risks and financial impacts associated with a name change.

3.5 Attachments

a War Memorial Hall project review 1994 ⇩

b Tourism Marketing Solutions survey on proposed name change ⇩

Ordinary Meeting of Council - 03 April 2018 - Open Agenda Item 5

5. Representation Review - Additional options

Type of Report:	Information
Legal Reference:	Local Electoral Act 2001
Document ID:	461856
Reporting Officer/s & Unit:	Jane McLoughlin, Team Leader Governance Rachael Horton, Manager Business Excellence & Transformation

5.1 Purpose of Report

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

Officer’s Recommendation

That Council

a. Note the additional Representation Review options:

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

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

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

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

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

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

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

Mayor’s/Chairperson’s Recommendation

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

5.2 Background Summary

After the Finance Committee on 20 March 2018, Councillor Jeffery requested further information on a mixed system with a three ward option which avoided single-member wards. Taking “Option B – feasible” from the Addendum paper, an attachment to the Representation Report to the Finance Committee (page 169 refers), Officers checked whether moving two suburbs into different wards was feasible.

Subsequently, Officers were asked about the feasibility of this ward structure for a ward-only system.

In doing so, Officers also found a similar ward configuration which is feasible.

Effective representation

As outlined in the Addendum paper, and in the Council Report and analysis paper, representation options must be assessed first and foremost against effective representation for communities of interest, and then what options are considered fair in terms of equality of votes for the public.

Councillors are reminded to pay particular consideration to the criteria as outlined in the Addendum paper on page 166 when considering ward structures for effective representation of communities of interest e.g.

· Avoiding arrangements that may create barriers to participation

· Not splitting recognised communities of interest between electoral subdivisions

· Not grouping together two or more communities of interest that have few common interest

· Accessibility, size and configuration of the area.

3 Ward Option (Option B - feasible – as outlined on page 169 of the Finance Committee agenda, 20 March 2018 refers).

Table 1: Mixed system, 3 Wards, 4 At Large Elected Members

Ward	Population	Elected Members	Population-member ratio	Difference from quota	% Difference from quota
Ahuriri Ward: Bayview, Ahuriri, Hospital Hill, Bluff Hill, Westshore, Nelson Park, McLean Park	15,100	2	7,550	-198	-2.55
Onekawa Ward: Onekawa West, South, Central, Marewa, Maraenui, Tamatea North & South, Pirimai	24,190	3	8,063	316	4.08
Taradale Ward: Taradale North & South, Greenmeadows, Poraiti, Meeanee, Awatoto	22,690	3	7,563	-184	-2.38
Sub-total	61,980	8	7,748

At large	61,980	4	15.495

Total	61,980	12	5,165

The option of moving Tamatea South to Taradale Ward, and moving Awatoto to Ahuriri Ward was explored. As outlined in the table below, this option is feasible.

Table 2: New option, Mixed System, 3 Wards, 4 At Large Elected members

Ward	Population	Elected Members	Population-member ratio	Difference from quota	% Difference from quota
Ahuriri Ward: Bayview, Ahuriri, Hospital Hill, Bluff Hill, Westshore, Nelson Park, McLean Park, Awatoto	15,450	2	7,725	-23	-0.29
Onekawa Ward: Onekawa Central/West/South, Marewa, Maraenui, Pirimai, Tamatea North	21,420	3	7,140	-608	-7.84
Taradale Ward: Taradale North & South, Greenmeadows, Poraiti, Meeanee, Tamatea South	25,110	3	8,370	623	8.03
Sub-total	61,980	8	7,748

At large	61,980	4	15.495

Total	61,980	12	5,165

Advantages of this option:

- Improved population/member ratio for Onekawa Ward compared with the previous option.

- Tamatea South aligns more closely with Taradale Ward socio-economic indicators than with Onekawa Ward.

- Awatoto is coastal and area of residential growth.

- Could decrease the number of At Large Elected Members from four to three, or two without affecting the ward population/member ratios.

Disadvantages of this option:

- Over 75% of those surveyed in the pre-consultation were able to name their Ward.

- Tamatea residents likely not to be able to differentiate between which suburb they are in e.g. Tamatea North and South, and therefore which ward they sit in, and investment will need to be made into a communications plan if a change of this nature is made.

- Awatoto is right next to Meeanee which also shares similar land use.

- Nelson Park and McLean Park share similar deprivation ratings to suburbs in the Onekawa Ward.

Councillor Boag requested Officers to look at what configurations are possible under a ward-only system using the above ward structure. Under a Ward-only system, the following two configurations are feasible:

Table 3: Three wards, 8 Elected Members in total

Ward	Population	Elected Members	Population-member ratio	Difference from quota	% Difference from quota
Ahuriri Ward: Bayview, Ahuriri, Hospital Hill, Bluff Hill, Westshore, Nelson Park, McLean Park, Awatoto	15,450	2	7,725	-23	-0.29
Onekawa Ward: Onekawa Central/West/South, Marewa, Maraenui, Pirimai, Tamatea North	21,420	3	7,140	-608	-7.84
Taradale Ward: Taradale North & South, Greenmeadows, Poraiti, Meeanee, Tamatea South	25,110	3	8,370	623	8.03
Total	61,980	8	7,748

Ward	Population	Elected Members	Population-member ratio	Difference from quota	% Difference from quota
Ahuriri Ward: Bayview, Ahuriri, Hospital Hill, Bluff Hill, Westshore, Nelson Park, McLean Park, Awatoto	15,450	3	5,150	-15	-0.29
Onekawa Ward: Onekawa Central/West/South, Marewa, Maraenui, Pirimai, Tamatea North	21,420	4	5,355	190	3.68
Taradale Ward: Taradale North & South, Greenmeadows, Poraiti, Meeanee, Tamatea South	25,110	5	5,022	-143	-2.77
Total	61,980	12	5,165

Table 4: Three wards, 12 Elected Members in total

Under a Ward-only system, the following two configurations are not feasible:

Table 5: Ward-only, 12 Elected Members

Ward	Population	Elected Members	Population-member ratio	Difference from quota	% Difference from quota
Ahuriri Ward: Bayview, Ahuriri, Hospital Hill, Bluff Hill, Westshore, Nelson Park, McLean Park, Awatoto	15,450	4	3,863	-1,303	-25.22
Onekawa Ward: Onekawa Central/West/South, Marewa, Maraenui, Pirimai, Tamatea North	21,420	4	5,355	190	3.68
Taradale Ward: Taradale North & South, Greenmeadows, Poraiti, Meeanee, Tamatea South	25,110	4	6,278	1,113	21.54
Total	61,980	12	5,165

Table 6: Ward-only, 11 Elected Members

Ward	Population	Elected Members	Population-member ratio	Difference from quota	% Difference from quota
Ahuriri Ward: Bayview, Ahuriri, Hospital Hill, Bluff Hill, Westshore, Nelson Park, McLean Park, Awatoto	15,450	3	5,150	-485	-8.60
Onekawa Ward: Onekawa Central/West/South, Marewa, Maraenui, Pirimai, Tamatea North	21,420	4	5,355	-280	-4.96
Taradale Ward: Taradale North & South, Greenmeadows, Poraiti, Meeanee, Tamatea South	25,110	4	6,278	643	11.41
Total	61,980	11	5,635

New three ward structure for consideration

Using the ward structure proposed by Councillor Jeffery as a basis, but move Meeanee and Poraiti into Ahuriri Ward. Particular advantages/disadvantages of moving Meeanee and Poraiti into Ahuriri Ward are outlined below (and should be read in conjunction with the advantages/disadvantages as outlined earlier).

Advantages

- brings Meannee, Poraiti, Awatoto and Bayview (all rural-residential, and growth areas) into the same ward rather than splitting them across a couple of wards.

- Meannee and Poraiti are among the lowest deprivation so align either with Taradale or Ahuriri Wards.

Disadvantages

- Ahuriri Ward encompasses a large geographical area across Napier.

Table 7: Feasible – mixed system

Ward	Population	Elected Members	Population-member ratio	Difference from quota	% Difference from quota
Ahuriri Ward: Bayview, Ahuriri, Hospital Hill, Bluff Hill, Westshore, Nelson Park, McLean Park, Awatoto, Meeanee, Poraiti	19,590	3	6,530	-357	-5.18
Onekawa Ward: Onekawa Central/West/South, Marewa, Maraenui, Pirimai, Tamatea North	21,420	3	7,140	253	3.68
Taradale Ward: Taradale North & South, Greenmeadows,, Tamatea South	20,970	3	6,990	103	1.50
Sub-total		9	6,887
At Large		3*	20,660
Total	61,980	12	5,165

*The configuration under Ward-only is also feasible, e.g. 3 Elected Members per ward, giving a total of 9 Elected Members.

Table 8: Feasible – Ward only, 12 Elected Members in total

Ward	Population	Elected Members	Population-member ratio	Difference from quota	% Difference from quota
Ahuriri Ward: Bayview, Ahuriri, Hospital Hill, Bluff Hill, Westshore, Nelson Park, McLean Park, Awatoto, Meeanee, Poraiti	19,590	4	4,898	-268	-5.18
Onekawa Ward: Onekawa Central/West/South, Marewa, Maraenui, Pirimai, Tamatea North	21,420	4	5,243	78	1.50
Taradale Ward: Taradale North & South, Greenmeadows,, Tamatea South	20,970	4	5,355	190	3.68
Total		12	5,165

Table 9: Not feasible – Ward only, 11 Elected Members

Ward	Population	Elected Members	Population-member ratio	Difference from quota	% Difference from quota
Ahuriri Ward: Bayview, Ahuriri, Hospital Hill, Bluff Hill, Westshore, Nelson Park, McLean Park, Awatoto, Meeanee, Poraiti	19,590	3	6,530	895	15.89
Onekawa Ward: Onekawa Central/West/South, Marewa, Maraenui, Pirimai, Tamatea North	21,420	4	5,355	-280	-4.96
Taradale Ward: Taradale North & South, Greenmeadows,, Tamatea South	20,970	4	5,243	-392	-6.96
Total		11	5,635

5.3 Attachments

Nil

Ordinary Meeting of Council - 03 April 2018 - Open Agenda

3. Draft Long Term Plan 2018-28 Underlying Documents

Type of Report:	Operational
Legal Reference:	Local Government Act 2002
Document ID:	433361
Reporting Officer/s & Unit:	Caroline Thomson, Chief Financial Officer

3.1 Purpose of Report

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

At the Meeting

It was noted that while a large amount of reading has been provided to the Committee and to elected members as underlying documentation to the draft Long Term Plan, that this is a good indication of the high level of professionalism of staff, who were commended on the work that has been undertaken to date.

Comments were made in discussion on the various supporting documents as follows:

Significance and Engagement Policy

· An updated policy was adopted by Council in December 2017; it contains a much clearer outline of consultation considerations and processes that will be undertaken in a variety of engagement scenarios.

Significant Planning assumptions

· Napier is currently experiencing medium to high level of growth and considering the appropriate levels of infrastructure to service the population has been an important part of the Long Term Planning process.

· The document notes the risk that construction costs will be higher than the current forecast inflation adjustment of 2.2%.

o The Committee recommended that this risk be made extremely clear, and also be included in the Financial Strategy and the Infrastructure Strategy.

o The Committee suggested that it maybe useful to move to using the Construction Index, especially given the size of the Capital Plan (currently the Local Government Cost Index is used), but agreed to hold the current assumption and note the risk.

o It was noted that there may be a need to adjust the scope of projects to meet the funding available.

Capital Plan

· The Committee noted the size of the Capital Plan and previous challenges that Council has experienced in being able to resource the work.

· It was also discussed that there may be some delivery risk with the volume of projects for the region over the next 10 years.

· It was noted that a review of internal delivery capacity has been undertaken and approval given to expand resourcing particularly in the areas of project management, design and drafting, and design QA.

· It was also noted that for the three major capital projects, external project management and specialist management accounting expertise may be drawn on as required. There may also be existing experience in the construction market in the types of work proposed, which could be leveraged to bring any risk levels down. These projects represent a significant investment in the community and their skilful management is considered of paramount importance.

· The Committee commended officers for the thinking captured in the “confidence levels table”; it was noted that Audit NZ are also supportive of the approach.

· It was noted that it will be important to manage and maintain the wellbeing and capacity of existing staff throughout the programme, and that any risks or impacts on the cultural shift underway in the organisation from higher numbers of external contractors should be carefully monitored.

· The Committee confirmed that they were happy with the risk management actions underway but would continue active monitoring in this space.

Community Outcomes

· The process of aligning the outcomes with Sycle (internal system software) is now underway.

Contribution to decision-making processes by Māori

· Council’s desire to include and work with Māori in decision making has been clearly outlined.

Council controlled organisations

· The Committee supported the decision to ‘shelve’ HB Lass in favour of a more contemporary collaborative model with lower overheads.

Draft Infrastructure Strategy

· Work is already underway to build a better understanding of our assets’ condition and performance, and this will continue so that a good foundation of data is held to inform decisions.

· The strategy indicates levels of priority for the short, medium and long term to ensure the right things are done at the right times for the right reasons.

· Improved modelling is underway for the three waters and roading.

· The Committee noted that it should be clearer that the work to be undertaken was necessary to maintain and improve current levels of service; that it was important that the public are aware that the infrastructure spend is required.

· The Committee recognised with appreciation the large amount of asset monitoring and planning that has been undertaken by officers across Council.

Draft Financial Strategy

· It was noted that while having external debt is a key difference in this Plan to any previous, it is to allow for important investment in infrastructure and the peak forecast debt remains well within levels considered prudent.

· It was also noted that the balance sheet offers scope to address natural hazards vulnerability if required.

· The Committee were very comfortable that taking on external debt was for good reason and the levels within a prudent range.

Financial documents

· Improvements to the financial reporting system now provides for long term integrated reporting.

· Rates demonstrate a relatively flat profile over the ten year period.

· It is anticipated that external debt will peak in years 3 and 4 of the Plan, and repayment will be completed in year 8.

Committee’s Recommendation

Councillors Wise / Hague

That the Committee

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

· Significance and Engagement Policy

· Significant Planning assumptions

· Capital Plan

· Community Outcomes

· Contribution to decision-making processes by Māori

· Council controlled organisations

· Draft Infrastructure Strategy

· Draft Financial Strategy

· Statement of Accounting Policies

· Prospective Financial Statements

· Draft Funding Impact Statement

· Financial Prudence benchmarks

· Council Funding Policies

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

Carried

PUBLIC EXCLUDED ITEMS

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

Reports from Strategy and Infrastructure Committee held 6 March 2018

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

2. Council Projects Fund - Application

Reports from Audit and Risk Committee held 15 March 2018

1. Internal Audit Data Analytics - Management Actions

Reports from Finance Committee held 20 March 2018

1. Digital Equity for All - Te Papa Partnership

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

General subject of each matter to be considered.	Reason for passing this resolution in relation to each matter. That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information where the withholding of the information is necessary to:	Ground(s) under section 48(1) to the passing of this resolution. 48(1)(a) That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
Reports from Strategy and Infrastructure Committee held 6 March 2018
1. Reappointment of Chair to Hawke's Bay Museums Trust	7(2)(a) Protect the privacy of natural persons, including that of a deceased person	48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist: (i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7 (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.
2. Council Projects Fund - Application	7(2)(i) Enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist: (i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7 (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.
Reports from Audit and Risk Committee held 15 March 2018
1. Internal Audit Data Analytics - Management Actions	7(2)(a) Protect the privacy of natural persons, including that of a deceased person	48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist: (i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7 (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.
Reports from Finance Committee held 20 March 2018
1. Digital Equity for All - Te Papa Partnership	7(2)(i) Enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist: (i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7 (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

Ordinary Meeting of Council

Open Minutes

Meeting Date:	Tuesday 20 February 2018
Time:	3.00pm – 3.19pm
Venue	Council Chamber Hawke’s Bay Regional Council 159 Dalton Street Napier

Present	The Mayor (In the Chair), Councillors Boag, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, Taylor, White, Wise and Wright
In Attendance	Chief Executive Officer, Director Corporate Services, Director Community Services, Director Infrastructure Services, Director City Services, Director City Strategy, Manager Communications and Marketing, Strategic Planning Lead, Manager Regulatory Solutions
Administration	Governance Team

Ordinary Meeting of Council - 20 February 2018 - Open Minutes

Agenda Items

1. Provision of De-Chlorinated Water

Type of Report:	Operational
Legal Reference:	Local Government Act 2002
Document ID:	440735
Reporting Officer/s & Unit:	Chris Dolley, Manager Asset Strategy

1.1 Purpose of Report

To provide information in order for Council to give direction on:

- Whether de-chlorinated water taps should be provided.

- How many water taps should be provided, and where, if this option is favoured.

- Any other advice on the matter that Council feels is necessary.

At the Meeting

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

· this report outlines the options available regarding possible provision of de-chlorinated water taps, as requested by Councillors at the December 2017 Council meeting and in order for Councillors to advise on their preferred next steps.

Councillors expressed their preference for consultation to be undertaken with the community in relation to the provision of de-chlorinated water taps in Napier, and for this to take place through the Long Term Plan process.

Officer’s Recommendation

That Council:

a. Provide direction on whether de-chlorinated water taps should be provided in the Napier City water supply.

Amendment by general consensus: new substantive motion

That Council:

a. Consult on whether de-chlorinated water taps should be provided in the Napier City water supply through the Long Term Plan process.

Council Resolution

Councillors White / Wright

That Council:

a. Consult on whether de-chlorinated water taps should be provided in the Napier City water supply through the Long Term Plan process.

Carried

REPORT / RECOMMENDATIONS FROM THE STANDING COMMITTEES

Māori CONSULTATIVE COMMITTEE MEETING - 13 February 2018

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 Strategy and Infrastructure Committee held 30 January 2018

1. Leasehold Land Policy Review

Type of Report:	Legal and Operational
Legal Reference:	Local Government Act 2002
Document ID:	430497
Reporting Officer/s & Unit:	Richard Munneke, Director City Strategy Kim Anstey, Planner Policy/Analyst Bryan Faulknor, Manager Property

1.1 Purpose of Report

The purpose of this report is for Council to consider a review of the Investment Property Portfolio policy through the long term plan process.

MĀORI CONSULTATIVE COMMITTEE’S RECOMMENDATION

Liz Ratima / Tiwana Aranui

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

Carried

At the Meeting

There was no discussion on this item.

Council resolution

Councillors Price / Hague

That Council

a. Direct officers to consult on the proposed Investment Property Portfolio policy changes as part of the Long Term Plan process, including the following amendments:

· To allow freeholding of specific land identified in the June 2016 Boffa Miskell report “Napier City Investment Portfolio: Urban Landscape Strategic review” as non-strategic, on a case by case basis and only when alternative and suitable investments can be found.

· That recommendations on the freeholding of all identified non- strategic land be considered by the Audit and Risk Committee in the first instance for recommendation to Council.

· That the sale of leasehold land be a delegation of Council.

· That a divestment procedure be established and approved by Council resolution prior to the release of any leasehold land, should the policy be adopted.

Carried

2. Summer Street Party - Sale of Food

Type of Report:	Operational
Legal Reference:	Local Government Act 2002
Document ID:	440277
Reporting Officer/s & Unit:	Fleur Lincoln, Strategic Planning Lead

2.1 Purpose of Report

To obtain a Council resolution to allow food trucks to operate within Emerson Street at the upcoming Summer Street Party on 17 March 2018 in accordance with the Trading in Public Places Bylaw 2014.

	MĀORI CONSULTATIVE COMMITTEE’S RECOMMENDATION Liz Ratima / Tiwana Aranui That the Council resolve that the Committee’s recommendation be adopted. Carried
At the Meeting Due to the cancellation of the Mission Concert and changes to the Summer Street Party event, the Mayor (with the agreement of the original mover Councillor Wise), proposed a substituted motion. The area in which mobile food vendors will operate is to be extended to include the public spaces of Marine Parade. In response to questions raised by councillors the Strategic Planning Lead confirmed that Napier City and Marine Parade business owners have been consulted with and are satisfied with the proposed changes.
Officer’s Recommendation		That Council a. Allow mobile food vendors to operate within the public spaces of Emerson Street on the 17^th March 2018 as part of the Summer Street Party event, and as approved by Council’s events team.
Substituted Motion		That Council a. Allow mobile food vendors to operate within the public spaces of Emerson Street and Marine Parade as part of the public event scheduled for Saturday 17^th March 2018, and as approved by Council’s events team.
Council Resolution		Councillors Price / Hague That Council a. Allow mobile food vendors to operate within the public spaces of Emerson Street and Marine Parade as part of the public event scheduled for Saturday 17^th March 2018, and as approved by Council’s events team. Carried

3. Temporary Liquor Ban - Mission Concert

The NZ Police advised between the Strategy and Infrastructure Committee meeting and this Council meeting that a temporary liquor ban on the roads adjacent to the Mission Estate Winery was no longer required as the Mission Concert was not proceeding. Therefore this item was not discussed.

4. Herschell and Byron Street Parking Reconfiguration

Type of Report:	Legal and Operational
Legal Reference:	Traffic Regulations
Document ID:	433679
Reporting Officer/s & Unit:	Hayleigh Brereton, Manager Regulatory Solutions

4.1 Purpose of Report

To formalise the Herschell Street off street car parking reconfiguration and the Byron Street on street parking charge resulting from the relocation of the Napier Public Library.

MĀORI CONSULTATIVE COMMITTEE’S RECOMMENDATION

Liz Ratima / Tiwana Aranui

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

Carried

At the Meeting

There was no discussion on this item.

Council resolution

Councillors Price / Hague

That Council

a. Convert the Herschell Street car park from a leased car park to a pay and display car park.

b. Convert the on street car parking on Byron Street to pay and display

c. Set the tariff for car parking at $1.00 per hour for both the car park and on street parking.

Carried

5. Ground lease - Eskview and Districts Rugby Football Club Incorporated

Type of Report:	Legal
Legal Reference:	Reserves Act 1977
Document ID:	434200
Reporting Officer/s & Unit:	Bryan Faulknor, Manager Property Jenny Martin, Property and Facilities Officer

5.1 Purpose of Report

To obtain Council approval to grant a new ground lease to the Eskview and Districts Rugby Football Club Incorporated for the land occupied by the Club’s building on Petane War Memorial Domain for a term of 15 years with one 15 year right of renewal.

MĀORI CONSULTATIVE COMMITTEE’S RECOMMENDATION

Liz Ratima / Tiwana Aranui

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

Carried

At the Meeting

There was no discussion on this item.

Council resolution

Councillors Price / Hague

That Council:

a. Approve a new ground lease be granted to the Eskview and Districts Rugby Football Club Incorporated for the land occupied by the Club’s building on Petane War Memorial Domain for a term of 15 years with one 15 year right of renewal.

b. Approve that the terms and conditions of the lease will be as per Council’s standard terms and conditions for leases of Reserve land to community groups. The initial ground rental will be a nominal rental of $200.00 plus GST per annum, reviewed annually according to the method laid out in the standard terms described above.

Carried

6. 15 Craven Terrace, land legalisation - land to be declared road

Type of Report:	Legal
Legal Reference:	Public Works Act 1981
Document ID:	434199
Reporting Officer/s & Unit:	Bryan Faulknor, Manager Property Jenny Martin, Property and Facilities Officer

6.1 Purpose of Report

To seek Council’s approval pursuant to Section 114 of the Public Works Act 1981 that the land in question be declared road.

MĀORI CONSULTATIVE COMMITTEE’S RECOMMENDATION

Liz Ratima / Tiwana Aranui

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

Carried

At the Meeting

There was no discussion on this item.

Council resolution

Councillors Price / Hague

That Council

a. Declare that, pursuant to Section 114 of the Public Works Act 1981, the land in the schedule below to be road.

SCHEDULE

Hawke’s Bay Land District – Napier City

Area

Legal Description

Part of Certificate of Title

0.0068 ha

Section 1 SO Plan 518661

HB E4/507

Carried

7. Joint Council Waste Futures Project Steering Committee - Minutes - 23 November 2017

Type of Report:	Procedural
Legal Reference:	Local Government Act 2002
Document ID:	430450
Reporting Officer/s & Unit:	Deborah Smith, Governance Advisor

7.1 Purpose of Report

To present to Council the draft Minutes of the Joint Council Waste Futures Project Steering Committee from 23 November 2017.

MĀORI CONSULTATIVE COMMITTEE’S RECOMMENDATION

Liz Ratima / Tiwana Aranui

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

Carried

At the Meeting

There was no discussion on this item.

Council resolution

Councillors Price / Hague

That Council

a. Receive the draft Minutes of the Joint Council Waste Futures Project Steering Committee from 23 November 2017.

Carried

Reports Under Delegated Authority

1. Official Information requests - 9 December 2017 to 2 February 2018

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	446162
Reporting Officer/s & Unit:	Deborah Smith, Governance Advisor

1.1 Purpose of Report

To present the year to date Official Information Request statistics.

At the Meeting

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

· the number of official information requests received and responses sent may differ within a month, as they are reported on monthly but the 20 working day response period may cross over into the following month;

· there are a number of reasons why information may be withheld under s6 and s7 of the Local Government Official Information and Meetings Act 1987, including to protect commercial interests or the privacy of a natural person;

· the release or otherwise of information is an operational decision which, depending on the sensitivity of the query, is made by the Governance Team and relevant management, with some matters being escalated to the Chief Executive or legal advisor as required.

Council resolution

Councillors Jeffery / Wright

That Council

a. Receives the report Official Information requests 1 January to 2 February 2018.

Carried

2. Tenders Let

Type of Report:	Information
Legal Reference:	Resource Management Act 1991
Document ID:	446817
Reporting Officer/s & Unit:	Sarah Ashworth, PA to Chief Executive

2.1 Purpose of Report

To report Tenders Let under delegated authority to 07 February 2018

At the Meeting

There was no discussion on this item.

Council resolution

Councillors Jeffery / Wright

That Council

a. Receive the report Tenders Let under delegated to 7 February 2018

Carried

3. Schedule of Documents Executed Under Seal

Type of Report:	Information
Legal Reference:	N/A
Document ID:	446822
Reporting Officer/s & Unit:	Sarah Ashworth, PA to Chief Executive

3.1 Purpose of Report

To report of documents executed under seal from 08 December 2017 to 07 February 2018

At the Meeting

There was no discussion on this item.

Council resolution

Councillors Jeffery / Wright

That Council

a. Receive the Report of document executed under seal from 08 December 2017 to 07 February 2018.

Carried

4. Resource Consents

Type of Report:	Information
Legal Reference:	Building Act 2004
Document ID:	446832
Reporting Officer/s & Unit:	Sarah Ashworth, PA to Chief Executive

4.1 Purpose of Report

To present the report on Resource Consents issued under delegated authority for the period 08 December 2017 – 01 February 2018

At the Meeting

A general discussion was held in relation to consents granted to Housing New Zealand.

Council resolution

Councillors Jeffery / Wright

That Council

a. Receive the report on Resource Consents issued under delegated authority for the period 08 December 2017 – 01 February 2018

Carried

The meeting closed at 3.19pm

Extraordinary Meeting of Council

Open Minutes

Meeting Date:	Friday 16 March 2018
Time:	8.30am – 8.52am
Venue	Council Chamber Hawke's Bay Regional Council 159 Dalton Street Napier

Present	The Mayor (In the Chair), Councillors Boag, Hague, Jeffery, McGrath, Price, Tapine, White, Wise and Wright
In Attendance	Chief Executive, Director Corporate Services, Director Community Services, Director Infrastructure Services, Director City Services, Director City Strategy, Chief Financial Officer, Manager Community Strategies, Corporate Planner, Senior Management Accountant
Administration	Governance Team

Ordinary Meeting of Council - 03 April 2018 - Open Agenda Item 4

Agenda Items

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

Type of Report:	Legal and Operational
Legal Reference:	Local Government Official Information and Meetings Act 1987
Document ID:	455832
Reporting Officer/s & Unit:	Adele Henderson, Director Corporate Services

1.1 Purpose of Report

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

At the Meeting

There was no discussion on this item.

Council resolution

Councillors Wise / Hague

That Council

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

Carried

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

Type of Report:	Information
Legal Reference:	Local Government Official Information and Meetings Act 1987
Document ID:	455842
Reporting Officer/s & Unit:	Natasha Carswell, Manager Community Strategies

2.1 Purpose of Report

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

At the Meeting

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

Council resolution

Councillors Jeffery / Wright

That Council

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

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

Carried

3. Review of Fees and Charges 2018/19

Type of Report:	Legal and Operational
Legal Reference:	Local Government Official Information and Meetings Act 1987
Document ID:	455854
Reporting Officer/s & Unit:	Wayne Jack, Chief Executive

3.1 Purpose of Report

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

At the Meeting

There was no discussion on this item.

Council resolution

Councillors Wise / Price

That Council

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

Carried

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

Type of Report:	Legal and Operational
Legal Reference:	Local Government Official Information and Meetings Act 1987
Document ID:	455833
Reporting Officer/s & Unit:	Wayne Jack, Chief Executive

4.1 Purpose of Report

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

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

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

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

Zealand to give its opinion on the Consultation Document; and

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

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

At the Meeting

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

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

During discussion on this item the following points were noted:

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

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

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

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

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

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

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

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

Officer’s Recommendation

That Council

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

· Community Outcomes and Council Activities

· Significance and Engagement Policy

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

· Groups of Activities Statements

· Council Controlled Organisation (CCO) Statements

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

· Capital Plan 2018-2028

· Statement of Reserve Funds – to be tabled

· Significant Planning Assumptions

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

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

· Funding Impact Draft and Statement of Accounting Policies

· Council Funding Policies

o Investment Policy

o Liability Management Policy

o Revenue and Financing Policy

o Rates Remission Policy

o Rates Postponement Policy

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

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

Substitute Motion; the new Substantive Motion

Mayor Dalton / Councillor White

That Council

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

· Community Outcomes and Council Activities

· Significance and Engagement Policy

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

· Groups of Activities Statements

· Council Controlled Organisation (CCO) Statements

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

· Capital Plan 2018-2028

· Significant Planning Assumptions

· Funding Impact Draft and Statement of Accounting Policies

· Council Funding Policies

o Investment Policy

o Liability Management Policy

o Revenue and Financing Policy

o Rates Remission Policy

o Rates Postponement Policy

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

Carried

Council Resolution

Mayor Dalton / Councillor White

That Council

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

· Community Outcomes and Council Activities

· Significance and Engagement Policy

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

· Groups of Activities Statements

· Council Controlled Organisation (CCO) Statements

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

· Capital Plan 2018-2028

· Significant Planning Assumptions

· Funding Impact Draft and Statement of Accounting Policies

· Council Funding Policies

o Investment Policy

o Liability Management Policy

o Revenue and Financing Policy

o Rates Remission Policy

o Rates Postponement Policy

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

Carried

The meeting closed at 8.52am

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

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

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

Appendix One

Council Members	Mayor Dalton (In the Chair), Councillors Boag, Brosnan, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, Taylor, White, Wise and Wright
Officer Responsible	Chief Executive
Administrator	Governance Team
	Next Council Meeting Extraordinary Meeting - Tuesday 10 April 2018

*Type of Report:*	Information
*Legal Reference:*	N/A
*Document ID:*	441796
*Reporting Officer/s & Unit:*	Sue Matkin, Manager People & Capability

Date	Document	Presenting Officer

20/02/18	Land Transfer - 5 Charles St Westshore	Jenny Martin
02/03/18	Sewerage Easement - 2 Kauri St	Colin Hunt
12/03/18	6 X - Enforcement warrants sec. 174 Local Government act 2002	Jon Kingsford
13/03/18	Enforcement warrant – Freedom Camping Act 2001	Hayleigh Brereton
14/03/18	Enforcement warrant – Noise Control, Resource Mgmt. Act 1991	Hayleigh Brereton
14/03/18	Enforcement warrant – Litter Control, Litter Act 1979	Hayleigh Brereton
14/03/18	Enforcement warrant – Civil Defense Emergency Management Act 2002	Hayleigh Brereton
14/03/18	Enforcement warrant – Liquor Licensing Inspector, Local Govt. Act 2002	Hayleigh Brereton
14/03/18	Enforcement warrant – sec 38 (5) Resource Mgmt. Act	Hayleigh Brereton
14/03/18	Enforcement warrant – 174 Amusement Device Regulation	Hayleigh Brereton
14/03/18	Enforcement warrant – General Power of Entry 177 Local Govt. Act	Hayleigh Brereton
15/03/18	Easement Instrument – 94 Bledisloe Rd	Colin Hunt
15/03/18	Sewerage and Fencing Easement – 49 Williams St	Colin Hunt
16/03/18	Enforcement warrant – Parking Warden	Hayleigh Brereton
16/03/18	Enforcement warrant - Freedom Camping Act 2001	Hayleigh Brereton
16/03/18	Enforcement warrant - sec 38 (5) Resource Mgmt. Act	Hayleigh Brereton
15/03/18	Consent to sub-lease – 23 Ford Rd	Colin Hunt
21/03/18	Easement Instrument - Kenny Road North	Colin Hunt
21/03/18	Enforcement warrant – Animal Control Act	Hayleigh Brereton

Meeting Date:	Monday 9 April 2018
Time:	3.00pm
Venue:	Council Chamber Hawke’s Bay Regional Council 159 Dalton Street Napier

Type of Report:	Enter Significance of Report
Legal Reference:	Enter Legal Reference
Document ID:	435702
Reporting Officer/s & Unit:	Caroline Thomson, Chief Financial Officer

Type of Report:	Operational and Procedural
Legal Reference:	N/A
Document ID:	450263
Reporting Officer/s & Unit:	Talia Foster, Corporate Accountant Caroline Thomson, Chief Financial Officer