Minutes of Council Meeting - 28 September 2017

CG-14-1-00439 1

HASTINGS DISTRICT COUNCIL

MINUTES OF A MEETING OF THE COUNCIL

HELD IN THE Council Chamber, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON

Thursday, 28 September 2017 AT 1.00pm

Present: Acting Mayor Hazlehurst (Chair)

Councillors Barber, Dixon, Harvey, Heaps, Kerr, Lyons, Nixon, O’Keefe, Pierce, Redstone, and Watkins.

IN ATTENDANCE: Chief Executive (Mr R McLeod)

Group Manager: Asset Management (Mr C Thew)

Group Manager: Planning and Regulatory Services (Mr J O’Shaughnessy)

Group Manager: Economic Growth and Organisation Improvement (Mr C Cameron)

Group Manager: Human Resources (Mrs B Bayliss)

Chief Financial Officer (Mr B Allan)

Group Manager: Community Facilities & Programmes (Mrs A Banks)

(Ms L Hudson)

Project Manager (Mr J Wright)

Health and Safety Advisor (Mrs J Kuzman)

Committee Secretary (Mrs C Hunt)

AS REQUIRED: Co-ordinating Chaplain Barbara Walker and Chair of the Local Hospital Chaplaincy Support Committee (Colleen Kaye)

Jon Nichols, Chair, Risk and Audit Committee

Local Hero

The Acting Mayor Hazlehurst advised that Councillor O’Keefe had been nominated, in his role as Ambassador Hastings, for a Keep New Zealand Beautiful Award and had won the “Local Hero” for New Zealand Award.

The Acting Mayor Hazlehurst on behalf of Hastings District Council congratulated Councillor O’Keefe saying some people serve as true role models playing a vital role in enhancing our communities. She was proud of his commitment and achievement with the community.

By Election

The Acting Mayor Hazlehurst confirmed that at the close of nominations at noon on 28 September 2017 there were 6 candidates for the by-election, being held to fill the extraordinary vacancies for Mayor and 7 candidates for the Hastings/Havelock North Ward Councillor.

1. Prayer

The opening prayer was given by Vicar Bryan Carey, Havelock North Parish.

2. Apologies

Leave of Absence

Councillor Nixon/Councillor Redstone

That leave of absence be granted as follows:

Councillor Dixon 2-11 November 2017

Councillor Harvey 24-27 October 2017

CARRIED

Leave of Absence had previously been granted to Councillor Travers and Councillor Poulain.

3. Conflicts of Interest

There were no declarations of conflicts of interest.

4. Confirmation of Minutes

Councillor Dixon/Councillor Watkins

That the minutes of the Council Meeting held Thursday 31 August 2017, including minutes while the public were excluded, be confirmed as a true and correct record and be adopted.

CARRIED

Presentation - Chaplaincy Support - Hawke's Bay Regional Hospital

(Document 17928)

Reverend Barbara Walker, the Co-ordinating Chaplain for the Hawke's Bay District Health Board (HBDHB) and Colleen Kaye, Chair of the Local Hospital Chaplaincy Support Committee gave a brief overview of the chaplaincy service at the Hawke’s Bay Regional Hospital. Tabled at the meeting was information regarding the service (CG-14-67).

Although the Chaplaincy Service had received some funding from the Ministry of Health, HBDHB, local trusts and individual donations, more was always needed.

Chaplains worked alongside the DHBs to offer patients and their family emotional and spiritual care in times of need. They were there to listen and offer comfort where welcome, regardless of a person’s religious or spiritual beliefs. Chaplains provided a 24/7 service.

The Chaplaincy Service were seeking funding support to enable the service to continue.

Acting Mayor Hazlehurst/Councillor Nixon

That the presentation by the Hawke’s Bay Regional Hospital chaplaincy service be received.

CARRIED

6.	Update from Chair of Risk and Audit Subcommittee (Document 17/927)
	The Chair of the Risk and Audit Committee, Mr Nichols displayed a powerpoint presentation (CG-14-1-00438) providing a brief overview of activities of the Risk and Audit Committee. A formal report from the Chair would be provided before December 2017.
	Councillor Dixon/Councillor Harvey A) That the report of the Chief Financial Officer titled “Update from Chair of Risk and Audit Subcommittee” dated 28/09/2017 be received. CARRIED
With the agreement of the meeting Item 8 was taken out of order.

Whakatu Arterial Link - Limited Access Road

(Document 17/894)

The Project Manager, Mr Wright displayed a powerpoint presentation (CG-14-1-00441) of aerial photos of the Whakatu Arterial Link and updated the Council on progress towards Whakatu Arterial Link becoming a Limited Access Road.

Councillor Watkins/Councillor Heaps

A) That the report of the Project Manager titled “Whakatu Arterial Link - Limited Access Road” dated 28/09/2017 be received.

B) That the Chief Executive be authorised to take all steps necessary to enable the Council to declare the Whakatu Arterial Link a Limited Access Road.

With the reason for this decision being that the objective of the decision will contribute to meeting the current and future needs of communities for good quality local infrastructure.

CARRIED

Summary of Recommendations of the Risk and Audit Subcommittee meeting held 4 September 2017

(Document 17/847)

Councillor Kerr/Councillor Redstone

A) That the report of the Chief Financial Officer titled “Summary of Recommendations of the Risk and Audit Subcommittee meeting held 4 September 2017” be received.

B) The following recommendations of the Risk and Audit Subcommittee meeting held 4 September 2017 be ratified:

Item 9 “Risk Management Update On Strategic Risk Analysis”

A) That the report of the Quality Assurance And Business Services Manager titled “Risk Management Update On Strategic Risk Analysis” and dated 4 September 2017 be received.

B) That further analysis of critical controls for Civil Defence Emergency and Health & Safety Event risks be completed.

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 good quality local infrastructure and local public services in a way that is most cost-effective for households and business by:

· Ensuring strategic risks to the Council are effectively managed.

CARRIED

Section 10A Annual Report Dog Control

(Document 17/773)

Councillor Heaps/Councillor Redstone

A) That the report of the Community Safety Manager titled “Section 10A Annual Report Dog Control” dated 28/09/2017 be received.

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 performance of regulatory functions in a way that is most cost-effective for households and business by:

Ensuring Council meets its requirements to publically report each financial year on the administration of its dog control policy and practices as required by the Dog Control Act 1996.

CARRIED

10.

Health & Safety Monthly Report

(Document 17/619)

Councillor Lyons/Councillor Kerr

A) That the report of the Health and Safety Advisor titled “Health & Safety Monthly Report” dated 28/09/2017 be received.

CARRIED

11.

Summary of Recommendations of the Rural Halls Subcommittee meeting held 11 September 2017

(Document 17/915)

Councillor Heaps/Councillor Redstone

A) That the report of the Group Manager: Community Facilities & Programmes titled “Summary of Recommendations of the Rural Halls Subcommittee meeting held 11 September 2017” be received.

B) The following recommendations of the Rural Halls Subcommittee meeting held 11 September 2017 be ratified:

“4. 2017 FUNDING ROUND AND POLICY AMENDMENT”

A) That the report of the Community Grants & Projects Advisor titled “2017 Funding Round and Policy Amendment” dated 11/09/2017 be received.

B) That the Rural Halls Maintenance Fund Policy be updated to ensure that the $30,000 per annum component for earthquake strengthening be kept separate from the funding for maintenance.

C) That the Chief Executive ensure that Officers review applications as appropriate, including:

i) Inspection of the premises by appropriate Officers as required, and

ii) Ensure such relevant matters are addressed in the report, for consideration by the Subcommittee.

D) That the following Priority 1 grants be allocated from the 2017/2018 Rural Halls Maintenance fund:

Applicant	Project	Allocated
Kaiwaka Hall	Replacement of a hot water cylinder and installation	$1,788
Te Awanga Hall	Installation of a heat pump into the meeting room	$1,380
Clive Community Hall	Upgrade of electrical fittings to gain certificate of compliance	$610
Patoka Hall	Installation of heat pump	$1,833
Waimarama/Maraetotara Hall	Repair of leaking roof	$6,040
Pakowhai Hall	Stormwater upgrade	$1,500
Kereru Hall	Hot water system and urinal upgrade	$5,828
Waikare & Districts Sports Club	Water system and coolstore repair and replacement costs	4,119
		$23,098

E) That Officers report back further to the Rural Halls Subcommittee with respect to the three Priority 3 and 4 applications that had been received, taking into account any earthquake requirements.

F) That the following policy amendments are approved and applicable to future funding rounds:

Priorities for Funding

Priority 2: Completion of detailed earthquake assessments, and subsequent strengthening work;

Eligibility for the Fund

To be eligible for the Fund, the applicant hall will be located within the rural and plains areas of Hastings District, and be a legal entity, and be for the benefit of the rural community and not private owners.

Requirements

In December 2016, the Hastings District Rural Community Board introduced the ability of the Rural Halls Subcommittee to consider a greater Council contribution than 50%, in particular relating to costs for detailed earthquake assessments and subsequent strengthening work.

G) That the Hastings District Rural Halls Subcommittee request the Chief Executive direct Officers to develop a priority list for earthquake strengthening for the rural halls, based on information held by the Council.

CARRIED

12.

Summary of Recommendations from Rural Community Board meeting held on 11 September 2017

(Document 17/766)

Councillor Lyons/Councillor Kerr

A) That the report of the Group Manager: Asset Management titled “Summary of Recommendations from Rural Community Board meeting held on 11 September 20172017” be received.

B) That the following recommendations of the Rural Community Board meeting held on 11 September 2017 be ratified:

Item 5 “Ocean Beach Road/Waimarama Road Intersection Improvements”

A) That the report of the Acting Traffic Engineer titled “Ocean Beach Road/Waimarama Road Intersection Improvements” dated 11 September 2017 be received.

B) That low cost visibility improvements, road marking & signage improvements and minor adjustments to the Ocean Beach Road approach be implemented as part of the minor improvements programme in the 2017/18 financial year.

With the reasons for this decision being that the recommended improvements are targeted and in context to the historical safety record of the intersection and the road safety needs of other parts of the network. The improvements will provide good quality infrastructure that is safe, efficient and effective in meeting the needs of present and anticipated future circumstances.

Item 7 “Funding Vista Bridge Slip Repair Local Share”

A) That the report of the Bridge Engineer titled “Funding Vista Bridge Slip Repair Local Share” dated 11 September 2017 be received.

B) That the Rural Community Board approves the local share of $216,200 from the Rural Flood Emergency Event Reserve for the Vista Bridge slip repair.

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 good quality local infrastructure by:

i) Maintaining good quality local infrastructure in a way that is most cost–effective for households and businesses.

Item 8 “VDAM Rule Impact Assessment”

A) That the report of the Bridge Engineer titled “VDAM Rule Impact Assessment” dated 11 September 2017 be received.

B) That following consultation and subject to Long Term Planning process for 2018/2028 the Hastings District Rural Community Board adopts the proposed bridge implementation strategy with or without amendments.

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 good quality local infrastructure in a way that is most cost-effective for households and business by:

i) Reducing restrictions placed on the roading network

ii) Improving roading connections to support economic growth in the region.

Item 9 “iWay Strategy Update”

A) That the report of the Strategic Transportation Engineer titled “iWay Strategy Update” and dated 11 September 2017 be received.

B) That the Hastings District Rural Community Board endorse the iWay Strategy.

C) That the Hastings District Rural Community Board request that an appropriate funding approach to cycleway improvements as identified in the Strategy be developed.

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 good quality local infrastructure.

CARRIED

13.

Appointment of Te Mata Park Trust Board Representative to the Te Mata Park Trust Board Appointments Committee

(Document 17/724)

Councillor Watkins/Councillor Harvey

A) That the report of the Democratic Support Manager titled “Summary of Recommendations of the Te Mata Park Trust Board Appointments Committee meeting 8 September 2017” be received.

B) That Mike Devonshire, being the Chairman of the Te Mata Park Trust Board, replace Bruno Chambers as the Te Mata Park Board’s nominee to the Te Mata Park Trust Board Appointments Committee.

CARRIED

14.

Requests Received under the Local Government Official Information and Meetings Act (LGOIMA) Monthly Update

(Document 17/897)

Councillor Nixon/Councillor Heaps

A) That the report of the Democratic Support Manager titled “Requests Received under the Local Government Official Information and Meetings Act (LGOIMA) Monthly Update” dated 28/09/2017 be received.

B) That the LGOIMA requests received in August 2017 as set out in Attachment 1 (IRB-2-01-17-972) of the report in (A) above be noted.

CARRIED

15.

Updated 2017 Meeting Schedule Changes

(Document 17/922)

Acting Mayor Hazlehurst/Councillor Dixon

A) That the report of the Democratic Support Manager titled “Updated 2017 Meeting Schedule Changes” dated 28/09/2017 be received.

B) That the 2017 Meeting Schedule be amended as follows:-

Committee	Date	Time	Venue
Hastings District Rural Halls Subcommittee	Monday, 4 December 2017	1.00pm	Landmarks Room

CARRIED

16. Additional Business Items

There were no additional business items.

17. Extraordinary Business Items

There were no extraordinary business items.

18.

Recommendation to Exclude the Public from Items 19, 20 and 21

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

Councillor Heaps/Councillor Redstone

THAT the public now be excluded from the following parts of the meeting, namely;

19. Summary of Recommendations from Rural Community Board meeting held on 11 September 2017 While The Public Were Excluded

20. Summary of Recommendations of the Joint Council Waste Futures Project Steering Committee Meeting held on 14 September 2017 While the Public Were Excluded

21. Hawkes Bay Community Fitness Centre Trust

The general subject of the matter to be considered while the public is excluded, the reason for passing this Resolution in relation to the 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 is as follows:

GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED

REASON FOR PASSING THIS RESOLUTION IN RELATION TO EACH MATTER, AND PARTICULAR INTERESTS PROTECTED

GROUND(S) UNDER SECTION 48(1) FOR THE PASSING OF EACH RESOLUTION

19 Summary of Recommendations from Rural Community Board meeting held on 11 September 2017 While The Public Were Excluded

Section 7 (2) (i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Withholding of the information is necessary to enable the Council to carry out, without prejudice or disadvantage, negotiations. Interests protected to enable the Council to carry on, without prejudice or disadvantage negotiations around section 48(1)(a)(i).

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

20 Summary of Recommendations of the Joint Council Waste Futures Project Steering Committee Meeting held on 14 September 2017 While the Public Were Excluded

As stated in the minutes

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

21 Hawkes Bay Community Fitness Centre Trust

Section 7 (2) (h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

Protect the commercial negotiations of the Fundraising activities of the Hawkes Bay Community Fitness Centre Trust.

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

CARRIED

________________________

The meeting closed at 3.25pm

Confirmed:

Chairman:

Date:

Hastings District Council

Lyndon Road East, Hastings 4156