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, 22 February 2018 AT 1.00pm
AND RECONVENED ON TUESDAY, 27 FEBRUARY 2018
Present: Mayor Hazlehurst (Chair)
Councillors
Barber, Dixon, Harvey, Heaps, Kerr, Lyons, Nixon, O’Keefe, Poulain,
Redstone, Schollum, Travers and Watkins.
IN ATTENDANCE: Chief Executive (Mr R McLeod)
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)
Manager Strategic
Finance (Mr B Chamberlain)
Strategy Manager
(Mr L Verhoeven)
Bridge Engineer
(Ms A Ileperuma)
Transportation
Manager (Mr J Pannu)
Parks and
Property Services Manager (Mr C Hosford)
Health and Safety
Advisor (Mr J Kuzman)
Democratic Support Manager (Mrs J Evans)
Committee Secretary (Mrs C Hunt)
ALSO IN ATTENDANCE: Jack and Bridgit Wilkinson
Members of the Hawke’s Bay Special Olympics Athletes Team
Mr
Jock Mackintosh (Chief Executive) and Mr Rex Graham (Chair), Hawke’s Bay
Regional Sports Park
Mr
Bruce Greaves, Aranga Construction Limited
Mr
Paul Evans on behalf of the Lead Petitioners and Residents of Kirkwood Road
Ms
Emma Horgan, Te Taiwhenua o Heretaunga
Approximately
35 people were present in the gallery for Item 15.
1. Prayer
The opening prayer was given by Pastor Matthew, Riverbend Bible
Church.
2. Apologies
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Leave of Absence
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Councillor
Heaps/Councillor Dixon
That leave
of absence be granted as follows:
Councillor Nixon 17
July to 12 August 2018
Councillor Kerr 27
February 2018 (morning only - Council Business)
CARRIED
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3. Seal Register
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Mayor
Hazlehurst/Councillor Redstone
That the seal register lie on the
table.
CARRIED
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4. Conflicts of Interest
Councillor Kerr declared a conflict of interest in Item 8 - 2018-28 Long Term
Plan in regard to the Hawke’s Bay Regional Sports Park.
5. Confirmation
of Minutes
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Mayor Hazlehurst/Councillor Travers
That the
minutes of the Council Meeting held Thursday 1
February 2018, including minutes while the public were excluded, be confirmed
as a true and correct record and be adopted.
CARRIED
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6.
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Presentations: Special Olympics Team and Jack
Wilkinson
(Document 18/87)
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Mayor
Sandra Hazlehurst introduced Jack Wilkinson and the Special Olympics Team to
the Chamber to acknowledge and congratulate them on their recent outstanding
sporting achievements and presented them with a framed Certificate on behalf
of Council.
Jack,
aged 14 years old displayed a photo powerpoint presentation
(CG-14-1-00621) of the New Zealand 18 Canoe Racing Team. He was the
youngest member of the New Zealand under 18 canoeing team to attend the Grand
Prix 2 Canoe Racing Championships in Sydney in February 2018. He was placed
third in the K4500 Team event and fifth in the B Final – Individual K1.
Jack
thanked the Council for the sponsorship and support he had received through the
Hastings District Council Mayoral Fund.
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James
Farrell spoke on behalf of the Special Olympics team and advised that they
had brought home 46 medals and ribbons in six sports: swimming, golf, ten-pin
bowling, soccer, indoor bowls and bocce. The Special Olympics had been
held in Wellington from 26 November to 2 December 2017.
Mayor
Hazlehurst said she was thrilled to hear that after four years of training,
so many of the team had also attained a personal best in different events
– living up to the motto of “Let me win but, if I cannot win let
me be brave in the attempt.”
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Mayor
Hazlehurst/Councillor O'Keefe
That the report of the Democratic
Support Manager titled “Presentations: Special Olympics Team and Jack
Wilkinson” and dated 22 February 2018 be received.
CARRIED
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7.
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Standard and Poors External Credit Rating Report
(Document 18/94)
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Councillor Kerr/Councillor Travers
A) That
the report of the Manager Strategic Finance titled “Standard
and Poors External Credit Rating Report” dated 22/02/2018
be received.
CARRIED
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8.
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2018-28 Long Term Plan
(Document 17/385)
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Councillor Kerr having previously
declared a conflict of interest withdrew from the meeting table at 1.30pm.
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The Chief Executive, Mr Macintosh
displayed a powerpoint presentation (CG-14-1-00618) providing an overview on the
potential development proposal for carparking and a canoe polo facility
totalling $500,000 at the Hawke’s Bay Regional Sports Park.
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Councillor Kerr rejoined the meeting
at 1.50pm
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The Parks Planning and Development
Manager, Ms Stuart displayed a powerpoint presentation (CG-14-1-00622)
on the proposed CBD Entertainment Precinct.
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Councillor
Nixon/Councillor Travers
A) That
the report of the Strategy Manager titled “2018-28 Long
Term Plan” dated 22/02/2018 be received.
B) That officers incorporate decisions made and feedback received
from the meeting, into the final preparation of the Long Term Plan
documentation for formal adoption on 22 March 2018.
With the reasons for this decision
being that the objective of the decision will contribute to meeting the
decision making and consultation requirements of the Local Government Act
2002.
CARRIED
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Hawke’s Bay Regional Sports Park
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Councillor
Dixon/Councillor Nixon
That the
request for $500,000 for the development of a Canoe Polo facility and Car
Parking at the Hawke’s Bay Regional Sports Park be included in the 2018-2028
Long Term Plan.
CARRIED
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CBD Concept Plans
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Councillor
Travers/Councillor O'Keefe
That the concept
plans for the CBD Mall and Entertainment Precinct, as presented (CG-14-1-00622)
be included in the 2018-2028 Long Term Plan consultation document.
CARRIED
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Councillor
Harvey left the meeting at 2.20pm
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9.
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Approval to proceed with alleyway closure
(Caernarvon Drive/Sunderland Drive)
(Document 18/90)
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Councillor Poulain/Councillor O'Keefe
A) That the report of the Bridge
Engineer titled “Approval to proceed with alleyway closure
(Caernarvon Drive/Sunderland Drive)” dated 22/02/2018
be received.
B) That Council resolve to stop
the access way and amalgamate the land with adjoining owner’s land.
C) That the Chief Executive is delegated authority to complete the
procedures stipulated in Schedule 10, section 319, Local Government Act 1974
as well as to dissolve and amalgamate the stopped Caernarvon Drive/Sunderland
Drive access way to adjoining owners.
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 by:
i) Resolving anti-social behavior observed at the access way.
CARRIED
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10.
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Reserve Encroachment - Haumoana Memorial Park,
Beach Road, Haumoana.
(Document 17/876)
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The Parks and Property Services Manager,
Mr Hosford displayed an aerial photo which included the Haumoana Memorial
Park, the property of the Jurys and the drains.
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Councillor Harvey rejoined the meeting
at 2.40pm
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The Motion that was addressed excluded
Recommendation (C) contained in the officer’s
report and was renumbered as below.
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Councillor
Heaps/Councillor Redstone
A) That the report of
the Parks and Property Services Manager titled “Reserve Encroachment -
Haumoana Memorial Park, Beach Road, Haumoana. ” dated 22/02/2018 be
received.
B) That Council adopt Option 3 and agree to fund the piping of 45
metres of the open Haumoana Drain adjacent to Beach Road Haumoana, with a
contribution of $10,000, detailed in a suitable contractual agreement from A
and C Jury.
C) That
Council adopt Option 6 and agree to grant A and C Jury a Licence to Encroach
to allow them to occupy some 200m2 of reserve adjacent to their
property at 30 Beach Road Haumoana, as shown on Attachment 3 (CG-14-1-00606)
of the report in (A) above.
D) That
the Licence to Encroach shall be for a period of 20 years and A and C Jury
shall pay Council the sum of $1.00 per annum, on demand.
E) That
the Chief Executive be delegated authority to enter into negotiations and to
issue A and C Jury with the Licence to Encroach.
F) That
subject to Council’s decisions above, officers report to the Economic
Development and Urban Affairs meeting 15 May 2018 on consequential amendments
to decisions on Cape Coast Reserve Management Plan submissions.
G) That
the Chief Executive Officer enter into negotiation with the Hawke’s Bay
Regional Council for a contribution towards the drain.
The Motion was PUT and LOST
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Councillor
Lyons moved the foreshadowed motion below which did not include the Recommendations
(D), (E) and (F) contained in the officer’s report and was renumbered
as below.
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Councillor Lyons/Councillor Kerr
A) That the report of the Parks and Property Services Manager titled
“Reserve Encroachment - Haumoana Memorial Park, Beach Road, Haumoana.
” dated 22/02/2018 be received.
B) That
Council adopt Option 3 and agree to fund the piping of 45 metres of the open
Haumoana Drain adjacent to Beach Road Haumoana, with a contribution of
$10,000, detailed in a suitable contractual agreement from A and C Jury.
C) That A and C Jury take out a bank bond for a period of five years,
and that the bond shall be for $15,000 in the first year reducing by $3,000
annually.
D) That
subject to Council’s decisions above, officers report to the Economic
Development and Urban Affairs meeting 15 May 2018 on consequential amendments
to decisions on Cape Coast Reserve Management Plan submissions.
E) That
the Chief Executive Officer enter into negotiation with the Hawke’s Bay
Regional Council for a contribution towards the drain.
The Motion Was LOST
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A further foreshadowed
motion moved by Councillor Redstone did not include Recommendations (C), (D),
(E) and (F) contained in the officer’s report was moved.
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Councillor Redstone/Councillor
Poulain
A) That the report
of the Parks and Property Services Manager titled “Reserve
Encroachment - Haumoana Memorial Park, Beach Road, Haumoana. ” dated 22/02/2018
be received.
B) That Council adopt Option 3 and agree to fund the piping of 45
metres of the open Haumoana Drain adjacent to Beach Road Haumoana, with a
contribution of $10,000, detailed in a suitable contractual agreement from A
and C Jury.
C) That subject to Council’s decisions above, officers report
to the Economic Development and Urban Affairs meeting 15 May 2018 on
consequential amendments to decisions on Cape Coast Reserve Management Plan
submissions.
D) That the Chief Executive Officer enter into negotiation with the
Hawke’s Bay Regional Council for a contribution towards the drain.
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:
·
Providing local infrastructure that
contributes to public health and safety and the delivery of community
infrastructure for recreational opportunity.
The Motion was PUT and CARRIED
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____________________
The meeting adjourned for afternoon tea at 3.00pm
and reconvened at 3.20pm.
_____________________
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With the agreement of the meeting Item
15 was taken out of order.
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15.
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Flaxmere West Land Development
(Document 17/1208)
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The Chief
Financial Officer, Mr Allan displayed a powerpoint presentation (CG-14-1-00617)
of the options available to Council to develop land in Kirkwood Road in
Flaxmere West. Mr Allan also confirmed that at this stage no agreement
had been made in regard to the covenants.
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Mr Paul Evans spoke on behalf of the lead petitioners, Wendy and Wayne Cooze
and residents of Kirkwood Road and highlighted the following points:
·
Opposed to the proposed co-housing model.
·
Advocated that the land adjoining Kirkwood
Road be developed under existing Kirkwood Road covenants.
·
Land be released for sale to the general
public.
·
Residents would not have bought there and
built had they known about the co-housing concept.
·
Were led to believe that a continuum of
Kirkwood Road covenants would prevail.
·
Lowering of property values a concern with
co-housing.
·
Proposed development is not just for Maori but
open to all.
·
Strong demand for sections and price is right.
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Mr Bruce Greaves also spoke to the meeting in regard to his proposal (CG-14-1-00624)
to develop good quality affordable housing in Kirkwood Road and highlighted
the following points:
·
Thought there was a verbal agreement that the
covenants would apply to all the sections in Kirkwood Road.
·
Council should consider releasing 16 more
sections for development and Council undertake to put road services in.
·
Council is proposing high risk development and
if goes ahead there could be possible long term consequences.
·
Vision is to enhance the profile of Flaxmere
West by building quality housing and attracting a stable family culture.
·
When asked if Mr Greaves opposed Te Taiwhenua
undertaking a co-housing development in this area if Council sold the 16
sections to Mr Greaves, he confirmed that he would not be opposed to that.
·
Included was a list of apologies from people
who supported the development but were unable to attend the meeting
(CG-14-1-00624).
Mr Greaves circulated photos of the
proposed Kirkwood Road housing and development plans (CG-14-1-0625).
Mr Graham Hunt also spoke in support of Mr Greaves developing Kirkwood Road and
considered that the best outcome would be to decline the co-housing
development and continue to sell private sections.
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Ms Emma Horgan, Te Taiwhenua o Heretaunga proposed that the petitioners meet
with Te Taiwhenua and discuss the proposal.
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Councillor
Kerr/Councillor Schollum
A) That
the report of the Group Manager: Community Facilities & Programmes
titled “Flaxmere West Land Development” dated 22/02/2018
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 good quality local infrastructure
by addressing Social and Affordable Housing issues in partnership with
community and key stakeholders.
CARRIED
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11.
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Health and Safety Quarterly Report
(Document 18/30)
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Councillor
Nixon/Councillor Harvey
A) That
the report of the Health and Safety Advisor titled “Health
and Safety Quarterly Report” dated 22/02/2018 be
received.
CARRIED
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12.
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Summary of Recommendations of the Tenders
Subcommittee meeting held 8 February 2018
(Document 18/96)
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Councillor
Nixon/Councillor Watkins
A) That
the report of the Group Manager: Economic Growth and Organisation
Improvements titled “Summary of Recommendations of the Tenders
Subcommittee meeting held 8 February 2018” be received.
B) That Council adopt the awarding of contract CON2017109 Havelock North Trunk
Water Main to March Construction Limited for the following three tenders:
· Tender 1 for the Water Trunk Main
· Tender 2 for the Wastewater Upgrade
· Tender 3 for the Cycleway
bundled
as Contract CON2017109 be noted and endorsed.
CARRIED
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13.
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2018 Local Government New Zealand Conference and Annual
General Meeting
(Document 18/119)
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The meeting agreed that this item be
addressed later in the meeting.
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14.
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Updated 2018 Meeting Schedule Changes
(Document 18/25)
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Councillor Nixon/Councillor Schollum
A) That
the report of the Democratic Support Manager titled “Updated
2018 Meeting Schedule Changes” dated 22/02/2018 be
received.
B) That the 2018 Meeting Schedule be amended as follows:-
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Committee
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Date
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Time
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Venue
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Civic
Honours Awards Subcommittee
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16
April 2018
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9.00am
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Landmarks Room
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Council (Speed Limit Submissions)
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4 May 2018
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9.00am
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Council Chamber
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Community Grants Subcommittee
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17 May 2018
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10.00am
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Council Chamber
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HDC : Maori Joint Committee
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23 May 2018 (previously 28 May 2018)
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1.00pm
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Council Chamber
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CARRIED
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16.
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Dis-establishment of Chairmen's Committee
(Document 18/107)
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Councillor Heaps left the meeting at
4.40pm and rejoined the meeting at 4.45pm.
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Councillor Lyons/Councillor Schollum
A) That
the report of the Mayor titled “Dis-establishment of Chairmen's
Committee” dated 22/02/2018 be received.
B) That
the Chairmen’s Committee be formally discharged, and its terms of
reference, delegations and procedures be removed from the Committees and
Community Board Delegations Register 2016 with immediate effect.
C) That
the process provided in Attachment 1 (CG-14-1-00609) of the report as set out
in A) above, be adopted and included in the Committees and Community Board
Delegations Register 2016 with immediate effect.
The
Motion was PUT and lost
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Motion
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Councillor
Dixon/Councillor Nixon
That a
Workshop be organised regarding the Chief Executive Performance Review
Process prior to addressing Item 16 – Dis-establishment of
Chairmen’s Committee at the reconvened Council meeting on 27 February
2018.
CARRIED
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Councillor O’Keefe left the
meeting at 4.45pm.
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Adjournment of Meeting
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Mayor
Hazlehurst/Councillor Nixon
That the
meeting be adjourned and reconvene on Tuesday, 27 February 2018 at 3.00pm to
address the following remaining items:
·
16 Disestablishment of the Chairmen’s Committee
·
20 Parks and Property Review and Business Case (Public
Excluded)
·
21 Flaxmere West Land Development (Public Excluded)
CARRIED
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________________________
The meeting adjourned at 4.50pm
and would reconvene on
Tuesday, 27 February 2018 at 3.00pm
________________________
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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, 22 February 2018 AND
RECONVENED ON TUESDAY, 27 FEBRUARY 2018 at 3.05pm
Present: Mayor Hazlehurst (Chair)
Councillors
Barber, Dixon, Harvey, Heaps, Kerr, Lyons, Nixon, O’Keefe, Poulain,
Redstone, Schollum, Travers and Watkins.
IN ATTENDANCE: Chief Executive (Mr R McLeod)
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)
Democratic Support Manager (Mrs J Evans)
Committee Secretary (Mrs C Hunt)
Mayor Hazlehurst reconvened the Council meeting.
2. RECONVENED
COUNCIL MEETING 27 FEBRUARY 2018 - Apologies
There were no apologies.
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13.
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2018 Local Government
New Zealand Conference and Annual General Meeting
(Document 18/119)
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Councillor
Dixon/Councillor Lyons
A) That
the report of the Democratic Support Manager titled 2018 Local Government New
Zealand Conference and Annual General Meeting dated 22 February 2018 be
received.
B) That
the Council’s delegates to the 2018 Local Government New Zealand to be
held in Christchurch be the Mayor, Chief Executive (or his nominee) and
Councillors Kerr, Travers and Schollum.
C) That
the Council’s delegates to the Local Government New Zealand 2018 Annual
General Meeting be:
Chief Executive, Presiding
Delegate
Councillor Tania Kerr, Alternate
Delegate
The Chief Executive (or his
nominee) Subsequent Alternate Delegate.
CARRIED
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16.
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Dis-establishment of
Chairmen's Committee (contd..)
(Document 18/107)
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Following a
workshop which was the subject of a resolution at the Council meeting on 22
February 2018, a revised document on the “Chief Executive Performance
Planning and Performance Review Process” was circulated and addressed
at the meeting (CG-14-1-00627).
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Councillor Heaps/Councillor Lyons
A) That the report of
the Mayor titled “Dis-establishment of Chairmen's Committee”
dated 22/02/2018 be received.
B) That
the Chairmen’s Committee be formally discharged, and its terms of
reference, delegations and procedures be removed from the Committees and
Community Board Delegations Register 2016 (CG-08-9-16-245) with immediate
effect.
C) That
the Chief Executive Performance Planning and Performance Review Process, included
in the revised circulated document (CG-14-1-00627), be adopted and included
in the Committees and Rural Community Board Delegations Register 2016 (CG-08-9-16-245)
with immediate effect.
CARRIED UNANIMOUSLY
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17. Additional Business Items
There were no additional business items.
18. Extraordinary
Business Items
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SUBSTITUTE FOR HAWKE’S BAY REGIONAL TRANSPORT
COMMITTEE
(Document 18/164)
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This issue was
dealt with as an Extraordinary Business Item as there was a Regional Transport
Committee meeting scheduled for 2 March 2018. Councillor Heaps had advised he
no longer wished to act as substitute on this Committee and a replacement was
required.
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Mayor
Hazlehurst/Councillor Kerr
Councillor
/Councillor
A)
That the report of the Democratic
Support Manager titled “Substitute for Hawke’s Bay Regional
Transport Committee” dated 22/02/2018 be received.
B)
That Councillor Redstone be appointed
as the Hastings District Council’s “substitute” to replace
Councillor Heaps on the Hawke’s Bay Regional Transport Committee, and
the Schedule of Appointments for 2016–2019 (CG-08-9-17-272) be amended
accordingly.
CARRIED
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19.
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Recommendation to
Exclude the Public from Item 20
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SECTION 48,
LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987
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Mayor Hazlehurst/Councillor Watkins
THAT the public now be
excluded from the following parts of the meeting, namely;
20. Parks
and Property Review and Business Case
21.
Flaxmere West Land Development
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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20. Parks and Property Review and
Business Case
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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.
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).
To protect
the ability of Council to enter into commercial negotiations and
consultation with affected staff should that be the decision of Council.
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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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21. Flaxmere
West Land Development
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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.
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).
to protect
Council's position to commercially negotiate potential sale prices.
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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 5.25pm
Confirmed:
Chairman:
Date:
Hastings District Council