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, 20 March 2018 AT 1.00pm
Present: Chair: Councillor Kerr
Mayor Hazlehurst
Councillors
Barber, Dixon, Harvey, Lyons, Nixon, O’Keefe, Poulain, Schollum, Travers
(Deputy Chair) and Watkins
IN
ATTENDANCE: Chief Executive (Mr R McLeod)
Chief Financial
Officer (Mr B Allan)
Financial
Controller (Mr A Wilson)
Manager Strategic
Finance (Mr B Chamberlain)
Group Manager:
Asset Management (Mr C Thew)
Group Manager:
Human Resources (Mrs B Bayliss)
Committee
Secretary (Mrs C Hunt)
AS REQUIRED: Mr Tim Aitken, Director and Hastings District Council Representative
and Ms Cynthia Bowers, Chairperson, Horse of the Year (Hawke’s Bay)
Limited
1.
Apologies
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Mayor
Hazlehurst/Councillor Watkins
That an apology
from Councillor Heaps for absence due to Council Business be accepted.
CARRIED
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Councillor
Redstone had previously been granted leave of absence.
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Leave of Absence
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Councillor
Travers/Councillor Dixon
That leave
of absence be granted as follows:
Councillor O’Keefe 22 March 2018
Councillor Poulain 22
March 2018
Councillor Schollum 09-11
April 2018
Councillor Kerr 16-20
April 2018
CARRIED
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2. Conflicts
of Interest
There were no
declarations of conflicts of interest.
3. Confirmation
of Minutes
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Councillor
Lyons/Councillor Dixon
That the minutes of the Finance and
Monitoring Committee Meeting held Tuesday 28 November 2017,
including minutes while the public were excluded, 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 Half Year
Report
(Document 18/198)
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Ms Bowers,
together with Mr Aitken spoke to the Horse of the Year half yearly
report. Ms Bowers advised that she would be retiring as Chairperson of
the Board in March 2018
Mayor
Hazlehurst on behalf of Councillors thanked Ms Bowers for her commitment and
work during the last five years as Chair of the Board.
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Mayor Hazlehurst/Councillor Nixon
That the report of the Manager
Strategic Finance titled “Horse of the Year (Hawke's Bay)
Limited Half Year Report” dated 20/03/2018 be
received.
CARRIED
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5.
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Update from the Chair of the Risk and Audit
Subcommittee
(Document 17/929)
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The Chair of the Risk and Audit
Subcommittee, Mr Jon Nichols was unable to attend the meeting and it was
agreed that this item be deferred to a future meeting.
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6.
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Summary of Recommendations from Risk and Audit
Subcommittee Meeting held on 12 February 2018
(Document 18/122)
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Councillor Poulain withdrew from the
meeting at 1.30pm.
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Councillor Nixon/Councillor Watkins
A) That
the report of the Chief Financial Officer titled “Summary
of Recommendations from Risk and Audit Subcommittee Meeting held on 12
February 2018” dated 20/03/2018 be received.
B) That the following recommendations
from the Risk and Audit Subcommittee meeting held on 12 February 2018 be
adopted:
“6. ENTERPRISE
RISK MANAGEMENT UPDATE”
A) That
the report of the Risk and Corporate Services Manager titled “Enterprise
Risk Management Update” dated 12/02/2018
be received.
B)
That it be recommended to Council that the strategic risk number 9 be changed from
Investment Failure to Inadequate Available Funds, which is defined as a
“loss of access to sufficient funds to meet Council commitments”.
C)
That it be recommended to Council that the HDC Risk Management Policy and Framework be
amended to include the methodology for the Whirinaki Water Safety Plan risk
matrix as an approved variation for use only within Council Water Safety
Plans.
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, local public services and performance of
regulatory functions in a way that is most cost-effective for households and
business by:
i) Validating risks in
core business processes are effectively managed
CARRIED
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7.
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Hawke's Bay Museums Trust Half Year Report and
Draft 2018/19 Statement of Intent
(Document 18/11)
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Mayor Hazlehurst/Councillor
Watkins
A) That
the report of the Manager Strategic Finance
titled “Hawke's
Bay Museums Trust Half Year Report and Draft 2018/19 Statement of Intent” dated 20/03/2018 be received.
B) That the Hawke’s Bay Museums Trust Half Year Report for the
six months ended 31 December 2017 be received.
C) That
the Hawke’s Bay Museums Trust Draft 2018/20 Statement of Intent be
received and Council notes its concerns over the increase in management fees
provided for.
D) That
Council request an independent review of the management support and
collection stewardship arrangements for the Hawke’s Bay Museum Trust be
undertaken, prior to any consideration of an increase in the Council’s
contribution to the Hawke’s Bay Museum Trust.
CARRIED
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8.
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Hawkes Bay Local Authority Shared Services -
Proposed Change in Structure
(Document 18/218)
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Councillor
Watkins/Councillor Barber
A) That
the report of the Manager Strategic Finance titled “Hawkes
Bay Local Authority Shared Services - Proposed Change in Structure”
dated 20/03/2018 be received.
B) That Hawkes Bay Local Authority Shared Services
Limited, as a legal entity will be dormant in the
short term; with the ability for the legal entity able to be reactivated in
the future.
C) That Hawkes
Bay Local Authority Shared Services Limited be
exempted from being a Council Controlled Organisation under section 7(3) of
the Local Government Act 2002.
D) That the dormant status of Hawkes
Bay Local Authority Shared Services Limited is
effective on receipt of agreement by all members of the Board.
E) That the decision on the
dormant status of Hawkes Bay Local Authority Shared Services
Limited will be determined by the majority of
councils.
F) That each Council will
continue its participation in a Collaborative approach and note that each
Council will actively support shared and common goal setting,
decision-making, resourcing including financial contribution, staff and
communication where appropriate.
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 local public services
in a way that is most cost-effective for households and business by focusing
attention and resources on further collaboration and reducing compliance
costs for all the councils.
CARRIED
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9.
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Local Government Funding Agency - Half Year Report
to 31 December 2017 and Draft 2018/19 Statement of Intent
Document 18/179)
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Councillor Dixon/Councillor Harvey
A) That
the report of the Manager Strategic Finance titled “Local
Government Funding Agency - Half Year Report to 31 December 2017 and Draft
2018/19 Statement of Intent” dated 20/03/2018 be
received.
B) That the New Zealand Local Government Funding Agency Limited Half
Year Report to 31 December 2017 be received.
C) That the New Zealand Local Government Funding Agency Limited Draft
2017/18 Statement of Intent be received and that Council provide any feedback
to the New Zealand Local Government Agency Board.
CARRIED
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10.
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Financial Quarterly Report for the six months ended
31 December 2017
(Document 18/179)
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The Finance Controller, Mr Wilson
displayed a powerpoint presentation (CG-14-2-00069) providing an overview of
the financial result for the three months ended 31 December 2017.
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Councillor Lyons/Councillor Nixon
A) That
the report of the Financial Controller titled “Financial
Quarterly Report for the six months ended 31 December 2017”
dated 20/03/2018 be received.
CARRIED
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11.
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Growth Development Investments - Risk Assessment
(Document 17/1054)
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The Chief Financial Officer, Mr Allan
displayed a coloured map (FIN-09-4-18-159) showing the current active
development areas in varying states of progress.
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Councillor Watkins/Councillor Travers
A) That
the report of the Chief Financial Officer titled “Growth
Development Investments - Risk Assessment” dated 20/03/2018
be received.
B) That
Council note the advice on financial risk associated with the proposed
programme of infrastructure investment for growth related projects.
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) Ensuring that Council is aware of the risks associated with the
implementation of the infrastructure required to enable the adopted growth
sequencing to occur in the most cost effective way.
CARRIED
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12. Additional Business Items
There were no additional business items.
13. Extraordinary
Business Items
There were no extraordinary business items.
________________________
The meeting closed at 2.20pm
Confirmed:
Chairman:
Date:
Hastings District Council