Minutes of Council Meeting - 26 October 2017

CG-14-1-00470 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, 26 October 2017 AT 1.00pm

Present: Acting Mayor Hazlehurst (Chair)

Councillors Barber, Dixon, Heaps, Kerr, Lyons, Nixon, O’Keefe, Pierce, Redstone, Travers 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)

Health and Safety Advisor (Ms J Kuzman)

Manager Strategic Finance (Mr B Chamberlain)

Parks Planning and Development Manager (Mrs R Stuart)

Parks and Property Services Manager (Mr C Hosford)

Financial Controller (Mr A Wilson)

Senior Project Manager – Alliance (Mrs A Botha)

Executive Advisor/Manager: Office of the Chief Executive (Mr M Maguire)

Committee Secretary (Mrs C Hunt)

AS REQUIRED: Jason Bird (Manager) and Tafai Ioasa (Coach) and Hastings Boys’ High School 1^st XV Rugby Team (Item 5)

Mr T Porter (Chairman) and Mr D Smith (Commercial Manager), Hawke’s Bay Airport Limited (Item 6)

Mr Herman Wismeyer, Focus Project Management Limited (Item 26)

1. Prayer

The opening prayer was given by Reverend Paul Loveday, St John’s Presbyterian Church.

2. Apologies

Leave of Absence had previously been granted to Councillor Harvey who was on Council business.

Leave of Absence

Councillor Redstone/Councillor Watkins

That leave of absence be granted to Councillors as follows:

Councillor Barber 2-8 December 2017

Councillor Travers 30 November and 1 December 2017

Councillor Kerr 10 November 2017

Councillor Lyons 24 November 2017; and

30 November and 1 December 2017

CARRIED

3. Conflicts of Interest

There were no declarations of conflicts of interest.

4. Confirmation of Minutes

Councillor Dixon/Councillor O'Keefe

That the minutes of the Council Meeting held Thursday 28 September 2017, including minutes while the public were excluded, be confirmed as a true and correct record and be adopted.

CARRIED

Presentation to Hastings Boys' High School 1st XV

(Document 17/948)

The Acting Mayor, on behalf of Council presented a framed certificate to the Hastings Boys’ High School 1^st XV Team, and an engraved Coat of Arms in recognition of the dedication and achievement of the in winning the 2017 New Zealand Barbarians 1^st XV Championship. Each of the team members were also gifted a pass pack to Splash Planet.

Acting Mayor Hazlehurst/Councillor Dixon

That the report of the Democratic Support Manager titled “Presentation to the

Hastings Boys” High School First XV” dated 26 October 2017 be received.

CARRIED

Hawke's Bay Airport Limited - Annual Report for the year ended 30 June 2017

(Document 17/1044)

The Chairman, Mr Porter and Commercial Manager, Mr Smith displayed a powerpoint presentation (CG-14-1-0047) providing an overview of the financial results of the Hawke’s Bay Airport for the year ended 30 June 2017 and the airport expansion project.

Councillor Kerr/Councillor Heaps

A) That the report of the Manager Strategic Finance titled “Hawke's Bay Airport Limited - Annual Report for the year ended 30 June 2017” dated 26/10/2017 be received.

B) That the Hawke’s Bay Airport Annual Report for the year ended 30 June 2017 be received.

CARRIED

Waingākau Village Proposal from te Taiwhenua o Heretaunga

(Document 17/1039)

Councillor Barber/Councillor Dixon

A) That the report of the Chief Financial Officer titled “Waingākau Village Proposal from te Taiwhenua o Heretaunga” dated 26/10/2017 be received.

B) That Council accept in principle Te Taiwhenua o Heretaunga proposal which will allow them to further investigate and consult wider.

C) That the Council’s in principle decision is not to be considered or taken as any form of consent or approval in terms of the Council’s regulatory role under the Resource Management Act 1991, Building Act 2004 or any other statute.

D) That Council officers will further explore what involvement it will have with the delivery of the Waingākau Village project and present this back to Council.

E) That Council Officers develop Social and Affordable Housing Strategies and present to Council for consideration in November 2017.

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 addressing Social and Affordable Housing issues in partnership with community and key stakeholders.

CARRIED

Councillor Kerr declared a conflict of interest and withdrew from the meeting table at 2.05pm.
8.	Hastings District Holdings Limited - Amendment to Constitution (Document 17/997)
	Councillor Watkins/Councillor Redstone A) That the report of the Manager Strategic Finance titled “Hastings District Holdings Limited - Amendment to Constitution” dated 26/10/2017 be received. B) That Hastings District Council approve the amendment of the following clauses in the constitution of the Hastings District Holdings Limited to read: “13.3 Reports to be Delivered to Shareholders: Within three months after the end of each financial year of the Company the directors shall deliver to the shareholders: 13.3.2 Financial Statements: Consolidated financial statements for that financial year be prepared in accordance with generally accepted accounting standards in respect of the Company and its subsidiaries; and 13.3.3 Auditor’s Report: If the Company and its subsidiaries are not exempted from being a CCO, an auditor shall be appointed to report on: (a) those financial statements; and (b) the performance targets and other measures by which performance has been judged in relation to the objectives. 13.6 Audit: If an auditor is to be appointed, in accordance with the Local Government Act the Audit Office shall be the auditor of the Company.” 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 making prudent expenditure of Council funds. CARRIED
Councillor Kerr rejoined the meeting at 2.07pm.

WITHDRAWN - palmbrook Reserve - Dog Leash Control

(Document 17/844)

The Acting Mayor Hazlehurst advised that this item had been withdrawn from the agenda as new information had become available and that Council officers would undertake consultation with the community to get their views in regard to on and off leash areas.

10.

2017/18 Proposed CBD Work Programme

(Document 17/992)

The Parks Planning and Development Manager, Ms Stuart displayed a powerpoint presentation (CFM-10-17-208) providing an overview of the 2017/18 proposed CBD Work Programme.

Councillor Dixon/Councillor Kerr

A) That the report of the Parks Planning and Development Manager titled “2017/18 Proposed CBD Work Programme” dated 26/10/2017 be received.

Hastings CBD Upgrade Programme

B) That Council resolve to adopt Option 1 and that the Hastings CBD Upgrade Programme for 2016/26 be amended by altering the timing of works as reflected in the following table.

	2015/ 16	2016/ 17	2017/ 18	2018/ 19	2019/ 20	2020/ 21	2021/ 22	2022/ 23	2023/ 24	2024/ 25	2025/ 26
(1) Karamu Road			$878
(2a) Eastbourne Street - Railway Rd				$120	$578
(2b) Eastbourne Street - Civic Square						$231	$231	$231
(3) Market Street										$289	$289
(4) King Street									$215	$215
(5) Central Water Feature				$231
(2) Miscellaneous Street Works						$50		$50
Total Expenditure			$878	$351	$578	$281	$231	$281	$215	$504	$289
Cumulative Spend			$878	$1,229	$1,807	$2,088	$2,319	$2,600	$2,815	$3,319	$3,608
Cumulative Funding Provision	$600	$900	$1,200	$1,500	$1,800	$2,100	$2,400	$2,700	$3,000	$3,300	$3,600

Costs estimates are as at February 2016 – Value is $000s

Vibrancy Fund

C) That Council resolve to adopt Option 3 and approve the proposed 2017/18 Vibrancy Fund Programme of Works as set out below.

Priority	Description	Cost Estimate
1	Stage Relocation and Improvements	$150,000
2	Tables & Chairs	$20,000
3	Snake Light Flag Tracks/Lights	$40,000
4	Queen Street Improvements (Potted Trees)	$50,000
5	East Block Façade Enhancement	$20,000
6	Mall Lighting*	$100,000
	Total	$380,000

Long Term Plan 2018-28

D) That Council consider further CBD improvement initiatives as part of the 2018-2028 Long Term Plan process.

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) Meeting the needs of our community by contributing towards establishing vibrant, functional and high amenity urban centres.

CARRIED

11.

Adoption of the Annual Report and Summary 2016/17

(Document 17/996)

An amended copy of the Annual Summary (CG-14-1-0476) and Annual Report (CG-14-1-0476) was circulated at the meeting. It was requested at the meeting that rural comments contained in “speech balloons” be included on the graphics if possible.

It was noted at the meeting that a photo of full Council be included in future Annual Plans.

Councillor Kerr/Councillor Travers

A) That the report of the Financial Controller titled “Adoption of the Annual Report and Summary 2016/17” dated 26/10/2017 be received.

B) That the 2016/17 Annual Report be adopted with any inconsequential amendments made at the meeting and any necessary drafting corrections delegated to the Chief Executive.

C) That the 2016/17 Summary Annual Report be adopted with any inconsequential amendments made at the meeting and any necessary drafting corrections delegated to the Chief Executive.

CARRIED

12.

Health and Safety Monthly Report

(Document 17/1002)

Acting Mayor Hazlehurst/Councillor Redstone

A) That the report of the Health and Safety Advisor titled “Health and Safety Monthly Report” dated 26/10/2017 be received.

CARRIED

13.

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

(Document 17/1022)

Councillor Heaps/Councillor Dixon

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 26/10/2017 be received.

B) That the LGOIMA requests received in August 2017 as set out in Attachment 1 (CG-14-1-00460) of the report in (A) above be noted.

CARRIED

14.

Havelock North Community Centre Trust - Deed of Lease - Havelock North Community Centre

(Document 17/1063)

Councillor Kerr/Councillor Travers

A) That the report of the Executive Advisor/Manager: Office of the Chief Executive titled “Havelock North Community Centre Trust - Deed of Lease - Havelock North Community Centre” dated 26/10/2017 be received.

B) That the Council renew the Deed of Lease and Management Agreement for the Havelock North Community Centre with the Havelock North Community Centre Trust in accordance with the document numbered CFM-11-06-2-17-44 as attached to the report in (A) above and that the Chief Executive sign and execute all necessary documentation to give effect to the renewal.

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: continuing the current good management of the Havelock North Community Centre.

CARRIED

15.

Updated 2017 Meeting Schedule Changes

(Document 17/1072)

Councillor Nixon/Councillor Dixon

A) That the report of the Democratic Support Manager titled “Updated 2017 Meeting Schedule Changes” dated 26/10/2017 be received.

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

Committee	Date	Time	Venue
Rural Halls Subcommittee	Monday, 4 December 2017	1.00pm	Landmarks Room
Risk and Audit	Wednesday, 28 November 2017	9.00am	Council Chamber

CARRIED

16.

Opera House Precinct - Plaza Redevelopment and Municipal Building Detailed Design and Early Contractor Involvement

(Document 17/1075)

The Project Manager, Ms Botha together with Mr Wismeyer, Focus Project Management Limited displayed a powerpoint presentation (CG-14-1-00472) providing a construction update, including photos of the Opera House Precinct.

Councillor Dixon/Councillor Kerr

A) That the report of the Project Manager titled “Opera House Precinct - Plaza Redevelopment and Municipal Building Detailed Design and Early Contractor Involvement.

B) That an additional $300,000 (excl GST) be approved for the developed and detailed designs and fees required during the construction phase for the Plaza Redevelopment.

C) That Council gives approval to commence with developed and detailed designs and fees required during the construction phase for the seismic strengthening of the Municipal Building at an estimated cost of $750,000 (excl GST).

D) That Gemco Construction Limited be approved for the Early Contractor Involvement (ECI) process for the Plaza Redevelopment and the Municipal Building Seismic Strengthening at no cost to Council.

CARRIED

17. Additional Business Items

There were no additional business items.

18. Extraordinary Business Items

Councillor Kerr/Councillor Lyons

That the Extraordinary Business Item “Appointment of Commissioners for Development Contributions Hearing” be addressed as a matter of urgency as Commissioners need to be appointed as soon as practicable and before the next available Council meeting to enable arrangements for the Development Contributions Objection Hearing to proceed.

CARRIED

18.

Appointment of Commissioners for Development Contributions Hearing

(Document 17/1112)

Councillor Kerr/Councillor Lyons

A) That the report of the Group Manager: Planning & Regulatory titled “Appointment of Commissioners for Development Contributions Hearing” dated 26/10/2017 be received.

B) That pursuant to Clause 3 of Schedule 13A of the Local Government Act 2002, Paul Cooney, Helen Atkins and Brian Hasell are selected to consider and decide the objection to development contribution assessed in respect to 58 Irongate Road.

C) That Paul Cooney be appointed as Chairman.

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.

CARRIED

19.

withdrawn - recommendation to Exclude the Public from Item 20

The requirement to go into Public Exclude Session was not required as Item 20 “Uplift Item - Hawke's Bay Community Fitness Centre Trust” was withdrawn from the Agenda.

The Council Resolution of 28 September 2017 to have the “Hawke's Bay Community Fitness Centre Trust” item lie on the table would remain in place until a future date.

________________________

The meeting closed at 3.20pm

Confirmed:

Chairman:

Date:

Hastings District Council

Lyndon Road East, Hastings 4156