HASTINGS DISTRICT COUNCIL
MINUTES
OF A MEETING OF THE Finance
and Monitoring Committee
HELD
IN THE Council
Chamber, Ground Floor, Civic Administration Building, Lyndon Road East,
Hastings ON
Tuesday, 12 September 2017 AT 1.00pm
Present: Chair: Councillor Kerr
Acting Mayor Hazlehurst
Councillors
Barber, Dixon, Heaps, Lyons, Nixon, O’Keefe, Poulain, Redstone and
Travers (Deputy Chair)
IN
ATTENDANCE: Chief Executive (Mr R McLeod)
Executive Advisor / Manager: Office of the Chief
Executive (Mr M Maguire)
Chief Financial
Officer (Mr B Allan)
Group Manager:
Asset Management (Mr C Thew)
Group Manager:
Human Resources (Mrs B Bayliss)
Financial
Controller (Mr A Wilson)
Manager Strategic
Finance (Mr B Chamberlain)
Strategy Manager (Mr L Verhoeven)
Committee
Secretary (Mrs C Hilton)
ALSO PRESENT: Horse
of the Year (Hawke’s Bay) (Item 4)
The Chair of the Horse of the Year (Hawke’s Bay) Board – (Ms C Bowers)
Horse of the Year Event Director (Mr D Mee)
HDC
Representative on Horse of the Year (Hawke’s Bay)
Board (Mr T Aitken)
1. Apologies
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Councillor
Kerr/Councillor Nixon
That
apologies for absence from Councillor Harvey be accepted.
CARRIED
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Leave of Absence
had previously been granted to Councillor Watkins.
2. Conflicts
of Interest
There were no
declarations of conflicts of interest.
3. Confirmation
of Minutes
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Councillor Dixon/Councillor Lyons
That the minutes of the Finance and
Monitoring Committee Meeting held Tuesday 23 May 2017 be confirmed
as a true and correct record and be adopted.
CARRIED
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4.
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Horse of the Year (Hawke's Bay) Limited Annual
Report for the year ended 31 May 2017 and 2017/18 Statement of Intent
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(Document 17/755)
The Chair of the Horse of the Year (Hawke’s
Bay) Board, Ms C Bowers; together with Messrs T Aitken and D Mee, addressed
the meeting and responded to questions from the Committee. They also thanked the Council for the support it had given to the
Horse of the Year event.
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Councillor Dixon/Acting Mayor Hazlehurst
A) That
the report of the Chief Financial Officer titled “Horse
of the Year (Hawke's Bay) Limited Annual Report for the year ended 31 May
2017 and 2017/18 Statement of Intent” dated 12/09/2017
be received.
B) That
Council receive the Horse of the Year (Hawke’s Bay) Limited 2016/17
Annual Report.
C) That
the Draft 2017/18 Statement of Intent for Horse of the Year (Hawke’s
Bay) Limited be received with any feedback passed on to the directors of
Horse of the Year (Hawke’s Bay) Limited for consideration.
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
local public services in a way that is most cost-effective for households and
business by:
i) supporting and attracting business,
building a resilient job rich district while also contributing to an
appealing visitor destination.
CARRIED
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5.
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Non Financial Performance Report for Year Ended 30
June 2017
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(Document 17/169)
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Councillor Redstone/Councillor Heaps
A) That
the report of the Strategy Manager titled “Non Financial
Performance Report for Year Ended 30 June 2017” dated 12/09/2017
be received.
With the reasons for this decision
being that reporting on performance supports the purpose of local government
by ensuring that the objectives that have been set to meet the current and
future needs of the community are being achieved.
CARRIED
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6.
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Draft Financial Year End Result - 30 June 2017
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(Document 17/770)
A copy of the recommendations from Rural
Community Board meeting (Item 10 - “Draft Financial Result
For The Year Ended 30 June 2017 For Rating Area 2”) held on 11 September 2017 were circulated (CG-14-2-00041) and
addressed as part of this item at today’s meeting.
A power point presentation “Draft
2016/17 Financial Result” (CG-14-2-00038) was displayed and addressed
by Officers.
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Acting Mayor Hazlehurst/Councillor Lyons
A) That the report of
the Financial Controller titled “Draft Financial Year End Result
- 30 June 2017” dated 12/09/2017, be received.
B) That the funds
arising from the Rating Area 2 surplus for the 2016/17 financial year as
recommended by the Hastings Rural Community Board be re-allocated as follows:
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$
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RA2 Surplus
on General Rate
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380,959
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Allocation
of Surplus:
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Community
Health Assistance Fund
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20,000
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Contingency
Fund Replenishment
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100,000
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Rating Area
Two Infrastructure Fund
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260,959
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Allocated
Surplus
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380,959
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C) That the rating surplus be
allocated as per the following table:
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$
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TOTAL
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Rating Area 1
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Rating Area 2
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Surplus on General Rate
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1,158,370
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777,411
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380,959
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Proposed projects to be funded from
surplus
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Community Health Assistance Fund
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100,000
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80,000
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20,000
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Contingency Reserve
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500,000
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400,000
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100,000
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Rating Area One Water Supply Targeted Rate
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297,411
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297,411
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-
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Rating Area Two Capital Reserve
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260,959
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-
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260,959
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Total Allocation
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1,158,370
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777,411
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380,959
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Surplus from Landfill
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RA1 Water Supply Targeted Rate Account
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1,412,373
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RA2 Capital Reserve
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203,430
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Total Surplus from Landfill Allocation
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1,615,803
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1,412,373
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203,403
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D) That Hastings
District Council’s share of the net Landfill forest harvest be used to
repay Rating Area 1 debt and contribute to Rating Area 2 Capital Reserve in
accordance with the approved Rating allocation for the Landfill.
E) That the budgets
as per the schedule of Carry Forwards funded by rates and loans be approved
to be carried forward to the 2016/17 financial year.
F) That a new
Contingency Reserve be created.
G) That the Chief
Executive be delegated authority to prioritise and allocate expenditure from
the Contingency Reserve as required.
CARRIED
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7.
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Omarunui Landfill Gas Generation Partnership 2018
Annual Report
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(Document 17/835)
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Councillor Dixon/Councillor Nixon
A) That
the report of the Chief Financial Officer titled “Omarunui
Landfill Gas Generation Partnership 2018 Annual Report” dated 12/09/2017
be received.
B) That
Council receive the Omarunui LFG Generation Limited Partnership 2016/17
Annual Report.
CARRIED
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8. Additional Business Items
There were no additional business items.
9. Extraordinary
Business Items
There were no extraordinary business items.
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10.
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Recommendation to
Exclude the Public from Item 11
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SECTION 48,
LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987
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Councillor Lyons/Councillor O'Keefe
THAT the public now be
excluded from the following parts of the meeting, namely;
11 Potential
Sale of Civic Assurance House
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:
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GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED
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REASON FOR PASSING THIS RESOLUTION IN
RELATION TO EACH MATTER, AND PARTICULAR INTERESTS PROTECTED
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GROUND(S) UNDER SECTION 48(1) FOR THE PASSING OF
EACH RESOLUTION
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11 Potential Sale of
Civic Assurance House
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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.
To enable
Council to continue negotiations.
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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.
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CARRIED
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________________________
The meeting closed at 2.27pm
Confirmed:
Chairman:
Date:
Hastings District Council