Minutes of Ordinary Meeting of Council - Thursday, 6 November 2025

Ordinary Meeting of Council - 06 November 2025 - Open Minutes

Agenda Items

1. Approval of Waste Minimisation Contestable Funding Framework

Type of Report:	Operational and Procedural
Legal Reference:	Waste Minimisation Act 2008
Document ID:	1880855
Reporting Officer/s & Unit:	Stefni Wilson, Waste Minimisation Lead

1.1 Purpose of Report

The purpose of this report is to seek Council approval for the Waste Minimisation Contestable Funding Framework for Napier City Council.

At the meeting

The Waste Minimisation Lead, Ms Wilson and Community Funding Advisor, Mr Morrison presented the report. Ms Wilson summarised the main points of the report noting that since writing the report the Ministry for the Environment (MfE) had increased funding from:

· $50,000 to $100,000 – for research and development, business cases or innovation projects.

· $150,000 to $250,000 – for all other project types.

In response to questions the following was clarified:

· Any waste minimisation projects are funded that can prove they reduce waste from landfill and minimise waste as much as possible.

· As an example, Nourish for Nil was recently funded for a project to increase the capacity to store more food destined for the Landfill as well as new storage facilities including remodelling the cooling area. This enabled dairy food to be stored. This was jointly funded with the Hastings District Council.

· A levy is charged on all waste disposed to the landfill. The MfE administers the levy and retains 50% for the National Waste Minimisation Fund and distributes the remaining 50% to councils based on population. Applications for the fund are through Council not the MfE.

· Funding agreements for successful applicants includes a condition to report back on the fund’s impact. This could be to the relevant Standing Committee.

It was noted that reporting back could be through one of the subcommittees and considered when the terms of reference are developed.

· Currently Waste Minimisation funding is used to support recycling initiatives and ongoing costs for waste education, buildings and infrastructure; and includes the joint cost with Hastings District Council for the build at the Omarunui Landfill. MfE has a strict criteria that must be met for the funding.

· If Council introduced a new service, for example green waste or food collection, there would be the opportunity to use some of the funding. However, Council would need to ensure that if waste levy money is used for initiatives that reduce rates it is planned for on a long term basis, and is not reliant on the contestable levy funds.

· The assessment criteria is in the Waste Minimisation Act to ensure that the money is spent accurately on projects that are not wasteful. Council has to follow the Act’s rules strictly and report back to MfE to avoid wasting money The funding is MfE money, not rate payer money.

The recommendations included the establishment of a mayoral appointed assessment committee comprising of four elected members. It was agreed that the assessment of annual applications over $10,000 be delegated to the 3 Year Partnership Subcommittee.

SUBSTANTIVE Council resolution

Councillor Mawson / Deputy Mayor Crown

That Council:

a) Receive the report titled “Approval of Waste Minimisation Contestable Funding Framework” dated 6 November 2025.

b) Approve the proposed funding framework for Napier City Council’s Waste Minimisation Contestable Fund by establishing a structure that will allow for the following grants to be assessed and approved:

i. Monthly contestable grants up to $10,000 (Feb-Nov)

ii. Annual large grant funding round for applications over $10,000 (Sept-Nov), up to a maximum of $50,000

iii. Waste System Setup Grants - Monthly grants up to $3,000 for schools, marae, and community groups to establish waste collection systems.

iv. Recycling Support Grants - Monthly grants up to $4,000 to support schools, marae, and community groups with recycling collection costs.

c) Delegate to the proposed 3 Year Partnership Fund Subcommittee to assess applications over $10,000 and recommendations from this Subcommittee will then be submitted to the relevant standing committee for approval.

ACTION: Direct officers to provide a copy of the Waste Levy Assessment Criteria for the fund to elected members.

Carried

2. Recommendations from Napier's First Citizens' Assembly

Type of Report:	Information
Legal Reference:	N/A
Document ID:	1881111
Reporting Officer/s & Unit:	Jess Soutar-Barron, Communications and Engagement Team Leader Danica Rio, Senior Advisor Corporate Planning

2.1 Purpose of Report

Present the recommendations from Napier’s First Citizens’ Assembly.

This item was withdrawn from the Agenda to allow time for the new Council to be briefed on the process and recommendations of the Citizens’ Assembly.

3. Governance Structure 2025-2028

Type of Report:	Legal and Operational
Legal Reference:	Local Government Act 2002
Document ID:	1880772
Reporting Officer/s & Unit:	Anna Eady, Governance Manager

3.1 Purpose of Report

To present the governance structure and appointments to committees, subcommittees, joint committees and external organisations decided by the mayor for approval by council.

At the meeting

The Governance Manager, Ms Eady spoke to the report noting there would be portfolio responsibilities for elected members which would be confirmed at a future date.

Terms of Reference for the new Standing Committees had yet to be developed with the Mayor and Executive Leadership Team and presented to Council.

Elected member representatives for the Ngā Mānukanuka o te Iwi Komiti are yet to be confirmed. The Mayor is currently liaising with the Chair of the Komiti on these appointments.

Ms Eady highlighted changes made to the structure since the report was written:

3 Year Partnership Fund Sub Committee	Additional appointee: Cr Isaac-Sharland
HB Water Services CCO Transitional Governance Group	Change in appointee: Cr Price replaces Cr Brownlie
Napier-Hastings Future Development Strategy Joint Committee	Change and Addition of Appointee: Cr Brownlie Mayor McGrath (alternate)
Te Komiti Muriwai o Te Whanga	Change in Appointee: Cr Raihania replaces Cr Isaac-Sharland
Pukemokimoki Marae Trust	Representative to be advised at later date

Ms Eady advised that the District Licensing Committee is part of Council’s Governance Structure, however is not a Committee appointed by the Mayor and comes under the Sale and Supply of Alcohol Act 2012 and committee members are appointed through a separate recruitment process.

The Community Services Grants Subcommittee from the last triennium was superseded following a review of the funding framework. The specialist subcommittee is now known as the Community Led Initiatives Fund Subcommittee.

Council resolution

Councillors Isaac-Sharland / Lawrence

That Council:

a. Note the governance structure and appointments for the 2025-2028 triennium, established by Mayor McGrath in accordance with Section 41A of the Local Government Act 2002.

b. Approve the appointments to Committees, Subcommittees, Joint Committees and External Organisations included in the governance structure for the 2025-2028 triennium below.

c. Instruct officers to prepare the Council and committee terms of reference for approval by the Council.

APPOINTMENTS TO COMMITTEES / ORGANISATIONS 2025-2028
Appointment/ committee/ organisation	Membership		Appointments
Mayor	Full voting member of all committees		Mayor Richard McGrath
Deputy Mayor			Cr Sally Crown
Council	Mayor & All Councillors		Mayor McGrath (Chair) Deputy Mayor Crown (Deputy Chair) Cr Price (Senior Cr) All Councillors
Standing Committees
Delivery & Regulatory	Mayor & All Councillors		Cr Taylor (Chair) Cr Price (Deputy Chair)
Corporate & Performance	Mayor & All Councillors		Deputy Mayor Crown (Chair) Cr Brownlie (Deputy Chair)
Specialist Committees
Ngā Mānukanuku o te Iwi (Māori Committee)	Kaumātua – Beverley Kemp-Harmer (Chair) Petane Marae Representative Waiohiki Marae Representative Moteo Marae Representative Timikara Marae Representative Tangoio Marae Representative Wharerangi Marae Representative Pukemokimoki Marae Representative Mana Ahuriri Trust Representative Maungahururu-Tangitū Trust Representative		Elected members to be confirmed
Risk and Assurance Committee	Two independent members appointed by Council Mayor and 3 x Crs		Bruce Robertson (Chair) Deputy Mayor Crown (Deputy Chair) Mayor McGrath Cr Lawrence Cr Taylor Raveen Jaduram
Chief Executive Employment Committee	Mayor and 4 Crs (Chair appointed by Mayor)		Cr Taylor (Chair ) Mayor McGrath Deputy Mayor Crown Cr Price Cr Brownlie
Regulatory
Hearings Committee (Resource Consent, District Plan & Dogs)	5 Councillors (Chair and Deputy Chair to be appointed from membership)		Cr Taylor (Chair) Cr Chrystal (Deputy Chair) Cr Simpson Additional Crs to be trained and appointed
Subcommittees and Advisory Panels
3 Year Partnership Fund	4 Councillors (Chair and Deputy Chair to be appointed from membership)		Cr Mawson Cr Simpson Cr Raihania Cr Isaac-Sharland
Community Led Initiatives	2 NCC Crs 4 x Community Representatives Chair appointed by Mayor		Cr Mawson (Chair) Cr Lawrence Jay Lamburn Judith Guy Ryan Hambleton Russell Jaggard
People and Community	To be confirmed		Cr Mawson (Chair)
Arts and Culture	To be confirmed		Cr Crystal (Chair)
Internal Panels
Napier Civic Awards Panel (Internal)	Mayor (or nominee) 2 Crs (Annual event first Wednesday in September)		Mayor McGrath Cr Chrystal Cr Lawrence
Arts Advisory Panel	2 NCC Crs 1 External representative from: - Art Deco Trust - Creative Arts Napier Inc - Museum Theatre Gallery (MTG) - Māori/Iwi - Napier Arts Community Practitioner		Cr Chrystal (Chair) Cr Isaac-Sharland (Second) Jeremy Smith Tania Wright Toni Mackinnon Te Hira Henderson
Joint Committees
Ahuriri Regional Park Joint Committee	2 NCC Crs 1 NCC alternate 2 HBRC Crs 1 HBRC alternate 4 Mana Ahuriri Trust reps 1 Mana Ahuriri Trust alternate Napier City Council is the administering body.		Cr Simpson Cr Isaac-Sharland Cr Morley (alternate)
Appointments Panel Hawke’s Bay Regional Sports Park Trust	1 x Sports HB 1 x Te Whatu Ora Health NZ 1 x EIT 1 x HBRC Cr 1 x NCC Cr 1 x HDC Cr		Cr Mawson
HB Civil Defence Emergency Management Group Joint Committee	Mayor and alternate Required by statute under the Civil Defence Emergency Management Act 2002.		Mayor Mcgrath Cr Simpson (alternate)
HB Crematorium Committee	2 NCC Crs 2 HDC Crs 1 CHB Cr (Chair and Deputy appointed by Committee) Hastings District Council is the administering body.		Cr Morley Cr Simpson
Hawke’s Bay Museum Storage Working Group	2 NCC Crs 2 HDC Crs 1 External (independent Chair) 3 NCC Officers 3 HDC Officers Hastings District Council is the administering body		Deputy Mayor Crown Cr Chrystal
HB Regional Transport Committee	1 NCC Cr 1 alternate Established in accordance with Section 105 of the Land Management Transport Act 2003 as soon as practicable after a triennial election. Hawke’s Bay Regional Council is the administering body.		Cr Price Mayor McGrath (alternate)
HB Water Services CCO Transitional Governance Group	NCC Mayor and 1 Cr HDC Mayor and 1 Cr CHBDC Mayor and 1 Cr Independent Chair Hastings District Council is the administering body.		Mayor McGrath Cr Price
Heretaunga Water Storage Shareholder Committee	2 NCC Crs 2 HDC Crs 1 Independent Chair Hawke’s Bay Regional Council is the administering body.		Cr Price Cr Brownlie
Joint Waste Futures Project Steering Committee	3 NCC Crs 3 HDC Crs (Chair and deputy appointed by Committee) Hastings District Council is the administering body.		Cr Mawson Cr Isaac-Sharland Cr Lawrence
Napier-Hastings Future Development Strategy Joint Committee	2 NCC Crs 1 NCC alternate 2 HBRC Crs 2 HDC Crs 2 Heretaunga Tamatea Settlement Trust Reps 2 Mana Ahuriri Trust Reps 2 Maungaharuru Tangitu Reps Hastings District Council is the administering body.		Cr Chrystal Cr Brownlie Mayor McGrath (alternate)
Omarunui Refuse Landfill Joint Committee	2 NCC Crs 1 NCC alternate 4 HDC Crs 1 HDC alternate Hastings District Council is the administering body.		Cr Isaac-Sharland Cr Morley Cr Mawson (alternate)
Reimagining Flood Resilience Steering Group	NCC 2 Cs Hawke’s Bay District Council is the administering body.		Cr Taylor Cr Lawrence
Te Komiti Muriwai o Te Whanga	NCC 1 Cr HDC 1 Cr HBRC 1 Cr MAT 4 representatives DOC: representative This is a co-governance entity Established through the passing of the Ahuriri Hapū Claims Settlement Bill. Napier City Council is the administering body.		Cr Raihania
External Appointments 2025-2028
Name of Organisation	Process of Appointment		Appointee(s)
Ahuriri Business Association Incorporated	Mayor’s nominee considered at AGM held end of May Required: 1 Elected member		Cr Price
Art Deco Trust	Board Required: 1 Elected member		Cr Chrystal
Art Deco Trust (Robert McGregor Heritage Fund Committee)	Required: 1 Elected member		Cr Chrystal Cr Raihania (alternate)
Creative Arts Napier	Mayor’s nominee considered at AGM held mid-October Required: 1 Elected member		Cr Chrystal
Creative Communities Committee	Appointed by Mayor Required: 2 Elected members		Cr Chrystal Cr Simpson Cr Raihania (alternate)
Eastern Screen Alliance			Deputy Mayor Crown
Hawke’s Bay Holt Planetarium Charitable Trust	Trustees; ex officio by Mayor Required: Mayor or nominee		Cr Mawson
Hawke’s Bay Medical Research Foundation Incorporated	AGM Required: Mayor or nominee		Cr Mawson
Historic Places Hawke's Bay Incorporated	Mayor’s nominee considered at AGM held end September Required: 1 Elected member		Cr Chrystal
Howard Estate Advisory Board	Open advertisement and section process three yearly Required: 1 Trustee (not required to be elected member)		Suzanne Joy Newman (external)
Mayor’s Taskforce for Jobs	Required: Mayor		Mayor McGrath
Napier City Business Inc	Appointment made by Council Required: 1 Elected member		Deputy Mayor Crown
Napier Pilot City Trust	Nomination may be made by “eminent persons” Required: 1 Elected member		Cr Raihania
Napier Disability Advisory Group	Appointment by the Mayor Required: 1 Elected member		Cr Mawson
Predator Free Napier Hill Governance Group	Appointment by the Mayor Required: 1 Elected member		Cr Brownlie
Port Noise Liaison Committee	Appointment made by Council Required: 1 Elected Member		Cr Brownlie Cr Price (alternate)
Positive Ageing Trust	Appointment made by Council Required: 1 Elected member		Cr Mawson
Pukemokimoki Marae Trust	Appointment made by Council Required: 1 Elected member		To be appointed
Sports Council	Appointed by Mayor Required: 1 Elected member		Cr Price
Taradale Business Association	Taradale Ward Councillor nominated, confirmed at AGM Required: 1 Elected member		Cr Chrystal
Te Matau A Māui Trust	Four Trustees appointed by HBDHB in consultation with all of the territorial authorities of the HB region. Three year terms Required: 1 Trustee		Barbara Arnott (to March 2026)
Waipureku Waitangi Charitable Trust	Appointed by Mayor Required: 1 Elected Member		Cr Lawrence
Council Controlled Organisations and Council Controlled Trading Organisations
Hawke’s Bay Airport Ltd		No appointees required
Hawke’s Bay Museums Trust		Tania Wright (external)
Omarunui Landfill		Cr Isaac-Sharland Cr Morley Cr Mawson (alternate)
Ahuriri Investment Management Ltd		1-2 Cr appointments to be confirmed through an external process

Carried

4. Elected Members' Remuneration: Post-election allocation of Governance Remuneration Pool

Type of Report:	Legal and Operational
Legal Reference:	Local Government Act 2002; Local Government Elected Members (2025/26) Determination 2025
Document ID:	1880760
Reporting Officer/s & Unit:	Anna Eady, Governance Manager

4.1 Purpose of Report

To present to Council the Mayor’s proposed allocation of the 2025/2026 post-election remuneration pool set by the Remuneration Authority for Napier City Councillors.

At the meeting

The Governance Manager, Ms Eady presented the procedural report on the Mayor’s proposed allocation of the remuneration pool of $921,322 set by the Remuneration Authority. There were no questions.

Council resolution

Councillors Chrystal / Taylor

That Council:

a) Endorse the allocation of the 2025/2026 post-election remuneration pool set by the Remuneration Authority for Napier City Councillors (noting that the Mayoral remuneration is set directly by the Remuneration Authority).

Deputy Mayor; Chair Standing Committee; Deputy Chair Specialist Committee (1)	$115,400
Chair Standing Committee; Chair Specialist Committee (1)	$93,463
Deputy Chair Standing Committee; Senior Councillor (1)	$86,928
Deputy Chair Standing Committee (1)	$86,928
Chair Subcommittee; Deputy Chair Specialist Committee (1)	$84,451
Chair Subcommittee (1)	$83,502
Portfolio Holder (5)	$74,130

b) Note that the base rate for Councillors has been set by the Remuneration Authority at $65,809.

Carried

5. Information - Official Information Requests as at 17 October 2025

Type of Report:	Information
Legal Reference:	Local Government Official Information and Meetings Act 1987
Document ID:	1880784
Reporting Officer/s & Unit:	Anna Eady, Governance Manager

5.1 Purpose of Report

To present the year-to-date Official Information Request statistics.

At the meeting

The Governance Manager, Ms Eady took the report as read noting that there was a large number reported due to the break between meetings because of the Local Elections.

Council resolution

Deputy Mayor Crown / Councillor Mawson

That Council:

a. Receive for information the report Official Information Requests as at 20 October 2025 (Doc Id 1880993).

Carried

6. Information - Action Points Register as of 28 October 2025

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	1881059
Reporting Officer/s & Unit:	Anna Eady, Governance Manager

6.1 Purpose of Report

The Action Points Register records the actions requested of Council officials in Council and Committee meetings. This report provides an extract from the Register for Council to note. It does not include action points that were requested in public excluded Council or Committee meetings.

At the meeting

The Governance Manager, Ms Eady presented the report.

In response to questions it was clarified:

Action 171 - The Holt Planetarium – The Executive Director Community Services, Mr Cloete confirmed that officers were working with the Trust on relocation options for the Planetarium. It was important to choose the best option.

Action 205 – Predator Free Napier Hill – Mayor McGrath has appointed Councillor Brownlie to the Napier Predator Hill Governance Group and Council officers have communicated with the Group. This action can now be closed.

Council resolution

Deputy Mayor Crown / Councillor Lawrence

That Council:

a. Note the extract from the Action Points Register as of 28 October 2025 (Doc Id 1881054).

Carried

Meeting Date:	Thursday 6 November 2025
Time:	9.30am – 10.18am (Open) 10.25am – 10.32am (Public Excluded)
Venue	Large Exhibition Hall War Memorial Centre Marine Parade Napier
	Livestreamed via Council’s Facebook page

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:	Plain English reason for passing this resolution in relation to each matter
Agenda Items
1. Recommended Appointment of Independent Risk & Assurance Committee Member	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.	Confidential Information of Appointee
Public Excluded Text
Council has considered the public interest in the information above and balanced those interests with the reason(s) for withholding this information. This ensures Council has met the requirements for withholding information under section 7(2) of the Local Government and Official Information and Meetings Act 1987.