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, 24 May 2018 AT 1.00pm
Present: Mayor Hazlehurst (Chair)
Councillors
Barber, Dixon, Harvey, Heaps, Kerr, Lawson, Lyons, Nixon, Poulain, Redstone,
Schollum, 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)
Parks and
Property Services Manager (Mr C Hosford)
Environmental
Consents Manager (Mr M Arnold)
Health and Safety
Manager(Ms J Kuzman)
Strategic
Projects Manager (Mr R Oosterkamp)
Procurement
Manager (Ms S O’Toole)
Director of Major Capital Projects Delivery (Mr G Hansen)
Committee Secretary (Mrs C Hunt)
AS REQUIRED: Hena Dugh
Members of the Hastings City Business Association were present in
the gallery
HR
Consultant, Mr M Cowan
1. Prayer
The opening prayer was given by Pastor Nigel Woodley, Flaxmere
Fellowship.
15. Additional Business Items
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15A
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Presentation: Hena Dugh
(Document 18/457)
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Councillor Travers introduced Hena Dugh,
Deputy Head Girl at Hastings Girls’ High School to the meeting who had
won the National Race Unity Speech competition at the award finals in
Auckland on 13 May 2018. Hena then delivered her winning speech to the
Council.
Mayor Hazlehurst congratulated Hena,
noting that she had been the recipient of $250.00 from the Mayoral Fund to
assist her in attend the London International Youth Science Forum on 25 July
to 8 August 2018. After that trip Council looked forward to Hena
reporting back on the Forum.
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RECOMMENDATION
A) That
the report of the Democratic Support Manager titled “Presentation: Hena
Dugh” and dated 22 February 2018 be received.
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2. Apologies
Leave of absence had previously been granted to Councillor
O’Keefe.
3. Seal Register
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Mayor Hazlehurst/Councillor Nixon
That the seal register lie on the
table.
CARRIED
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4. Conflicts of Interest
Councillors Dixon and Harvey declared conflict of interests
in Item 14 - Framework for Business
Improvement Districts.
5. Confirmation
of Minutes
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Mayor Hazlehurst/Councillor Watkins
That the
minutes of the Council Meeting held Friday 4 May and
reconvened on Monday, 7 May 2018 be confirmed as a true and correct record
and be adopted.
CARRIED
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6.
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Kaiwaka Road Hall Reserve - Council resolution to
seek Minister of Conservation approval to granting a proposed easement over
the reserve
(Document 18/337)
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Councillor
Kerr/Councillor Lyons
A) That
the report of the Parks and Property Services Manager titled “Kaiwaka
Road Hall Reserve - Council resolution to seek Minister of Conservation
approval to granting a proposed easement over the reserve” dated
24/05/2018 be received.
B) That Council consents to the granting of an access easement over
the Kaiwaka Hall Reserve, subject to the approval of the Minister of
Conservation.
C) That the Chief Executive be delegated authority to grant the
access easement over the reserve to enable a subdivision, once Minister of
Conservation approval is obtained.
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
to meet recreational, arts and cultural needs in a way that is most
cost-effective for households and business by:
·
Supporting the creation of an easement over
reserve land, Council will enable a subdivision that gifts additional land to
enhance the recreational opportunities at the Kaiwaka Road Hall Reserve, for
the local community to benefit from.
CARRIED
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With the
agreement of the meeting Item 8A was addressed.
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8A.
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Summary of
Recommendations of the HDC : Māori Joint Committee Meeting held on 23
May 2018
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The
recommendation relating to appointments of Māori Joint Committee
representatives was addressed under this item, prior to the adoption of the Committee
Structure Delegations (Item 7).
The remaining
recommendations from the HDC : Māori Joint Committee were addressed
later in the matter.
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Councillor Barber/Councillor Redstone
A) That
the report of the Pou Ahurea Matua - Principal Advisor: Relationships,
Responsiveness and Heritage titled “Summary of Recommendations of the
HDC : Māori Joint Committee Meeting held on 23 May 2018” be
received.
B) The following recommendations of the HDC -
Māori Joint Committee meeting held 23 May
2018 be ratified:
“5. APPOINTMENT OF REPRESENTATIVES TO THE
HASTINGS DISTRICT PLAN REVIEW COMMITTEE AND TE TIRA TOITŪ TE WHENUA
- HASTINGS DISTRICT PLAN OUTSTANDING NATURAL LANDSCAPES SUBCOMMITTEE
A) That the
report of the Democratic Support Manager titled “Appointment
of Representatives to the Hastings District Plan Review Committee and Te Tira
Toitū te Whenua - Hastings District Plan Outstanding Natural
Landscapes Subcommittee” dated 23/05/2018 be
received.
B) That
Council be recommended to appoint Tracee Te Huia to the District Plan Review
Working Party.
C) That
the HDC : Māori Joint Committee recommended to Council that Te Rangihau
Gilbert, Ngaio Tiuka, Evelyn Ratima and Shayne
Walker be appointed to the Te Tira Toitū te Whenua (Hastings District
Plan Cultural Values Subcommittee).
D) That the HDC
: Māori Joint Committee recommend to Council
that the Terms of Reference for Te Tira Toitū te Whenua (Hastings
District Plan Cultural Values Subcommittee) be
amended (CG-14-14-00054) to broaden the focus away from landscapes toward the
integration of cultural values.
CARRIED
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7.
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Delegations to Committees and Rural Community Board
(Document 18/422)
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Councillor
Barber/Councillor Redstone
A) That
the report of the Democratic Support Manager
titled “Delegations
to Committees and Rural Community Board”
dated 24/05/2018 be received.
B) That
the Portfolio Leads, Committee Structure and Principles contained in the
circulated Schedule 1 (CG-08-9-18-282) are adopted and,
C) That the Powers, Duties and Functions set out in Schedule 1, as
amended by the adoption of the recommendations of the HDC: Māori Joint
Committee and the addition of the marketing responsibility to the Community
Development Committee, Hastings District Council Committees and Rural
Community Board Delegations Register from 1 June 2018 to October 2019 are
delegated to the Committees and Subcommittees identified in the Schedule.
D) That
a reconciliation of the Delegations Register and Portfolio responsibilities
be carried out and that any additional amendments required be reported to the
Council meeting of 5 June 2018.
With the
reasons for this decision being that the objective of the decision will
contribute to fulfilling of the Council obligations in the Local
Government Act 2002 in a way that is most cost-effective for households and
business by:
i) Ensuring
the Council has in place appropriate delegations to enable timely decisions
decision making.
CARRIED
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8A.
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Summary of Recommendations of the HDC : Māori
Joint Committee Meeting held on 23 May 2018 (Contd..)
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Mayor
Hazlehurst/Councillor Travers
B) The following recommendations of the HDC -
Māori Joint Committee meeting held 23 May
2018 be ratified:
4. Libraries update
A) That the report of the Manager,
Emergency Readiness & Response and Libraries titled “Libraries
update” dated 23/05/2018 be received.
B) That the
Committee recommends to Council that funding for conducting a community
survey on library service development is approved for the 2019/2020 financial
year.
C) That the
Manager, Emergency Readiness & Response and Libraries submit a request to
the Consortium for ethnicity data to be recorded in patron records.
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 high quality local public
services in a way that will ensure cost-effective and relevant library
services for households and businesses by providing:
i) Community
infrastructure for recreational, arts and cultural opportunity;
ii) Services
to meet recreational, arts and cultural needs.
7. Te
Awa o Te Atua Reserve
A) That the report of the Pou
Ahurea Advisor: Responsiveness, Relationships & Heritage titled “Te
Awa o Te Atua Reserve” dated 23/05/2018 be
received.
B) That the HDC : Māori Joint Committee continues to support the
development of the Te Awa o Te Atua Reserve project.
C) That the HDC : Māori Joint Committee supports the mana whenua
kaitiakitanga of Ms Bronwyn Te Muri Whaanga to further develop and coordinate the work project.
With
the reasons for this decision being that the objective of the decision will
contribute to meeting the current and future needs of communities in a way to
ensure that the Collection is preserved as a taonga of great value to the
community.
10. MĀORI
JOINT COMMITTEE PARTICIPATION AT COUNCIL
A) That the report of the Principal Advisor:
Relationships, Responsiveness and Heritage titled “Māori Joint
Committee Participation at Council” dated 23/05/2018 be received.
B) That HDC : Māori Joint Committee recommend to
Council that investigation be undertaken for Māori representation to be
considered in the new Committee Structure and this will be reported back to
the HDC : Maori Joint Committee.
CARRIED
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9.
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2018 Meeting Calendar for Council and Committees
(Document 18/62)
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Councillor
Dixon/Councillor Schollum
A) That
the report of the Democratic Support Manager titled “2018
Meeting Calendar for Council and Committees” dated 24/05/2018
be received.
B) That the Meeting Schedule from 1 June to December 2018 Calendar (CG-14-1-00793)
as amended be adopted
CARRIED
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10.
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Notice of Appointment of Independent Commissioners
for Resource Consent Hearings
(Document 18/435)
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Councillor Watkins/Councillor Redstone
A) That
the report of the Environmental Consents Manager titled “Notice
of Notice of Appointment of Independent Commissioners for Resource
Consent Hearings” dated 24/05/2018 be received.
CARRIED
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11.
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Health and Safety Quarterly Report
(Document 18/106)
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Councillor Nixon/Councillor Heaps
A) That
the report of the Health and Safety Manager titled “Health
and Safety Quarterly Report” dated 24/05/2018 be
received.
CARRIED
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12.
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Requests Received under the Local Government
Official Information and Meetings Act (LGOIMA) Monthly Update
(Document 18/437)
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Councillor Nixon/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 24/05/2018 be
received.
B) That the LGOIMA requests received in April 2018 as set out in
Attachment 1 (IRB-2-01-18-1272) of the report in (A) above be noted.
CARRIED
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13.
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Chief Executive Recruitment Agency - Tender Process
(Document 18/459)
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Councillor Nixon/Councillor Watkins
A) That
the report of the Group Manager: Human Resources titled “Chief
Executive Recruitment Agency - Tender Process” dated 24/05/2018
be received.
CARRIED
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With the agreement of the meeting Item
14 was taken out of order.
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Councillors Dixon and Harvey having
previously declared conflict of interests withdrew from the meeting table.
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14.
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Framework for Business Improvement Districts
(Document 18/426)
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A short adjournment ensued to allow time
for wording for an amendment to the recommendations to be prepared.
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_______________________
The meeting adjourned at 2.00pm
and reconvened at 2.05pm
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With the agreement of
the meeting Part G of the recommendation was PUT and voted on separately.
Councillor Lyons/Councillor Travers
A) That
the report of the Chief Financial Officer
titled “Framework
for Business Improvement Districts”
dated 24/05/2018 be received.
B) That
the targeted rate for the marketing and revitalization of the Hastings
Central Marketing Area, including the addition
of a reporting framework be retained.
C) That
a Hastings District Council - Business
Improvement Districts Policy, Management and Reporting Framework be developed
and referred back to Council for consideration prior
to consultation.
D) That
consultation be undertaken with stakeholders in the Hastings central business
targeted rating area to confirm support, or otherwise, to transition to a Business Improvement Districts Model.
E) Pending
D), That Council work in partnership with Hastings City Business Association
Board to establish a Business Improvement
Districts Transition Team to manage the shift to the new model.
F) That the BID Transition Team will complete a review of the
Business Improvement District model after 12 months.
CARRIED
Councillor Schollum/Councillor Nixon
G) That
existing funding levels of the Hastings City Business Association be
maintained at current levels through to 31 January 2019 in order to ensure effective
marketing and promotion of the Hastings Town Centre and that a report on
progress with the BID implementation be reported back to Council by 30 September
2018.
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:
· Achieving the
outcomes for a vibrant and productive Hastings City Centre.
CARRIED
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Councillors Dixon and Harvey having
previously declared conflict of interests withdrew from the meeting table.
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15. Additional Business Items
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15B
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Petition - Seeking Exemption to the Chlorination of
the Water Supply in Haumoana and Te Awanga
(Document 18/394)
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Councillor
Heaps/Councillor Watkins
A) That
the report of the Democratic Support Manager titled “Petition –
Seeking Exemption to the Chlorination of the Water Supply in Haumoana and Te
Awanga” dated 24 May 2018 be received.
B) That
the tabled Petition – Seeking Exemption to the Chlorination of the
Water Supply in Haumoana and Te Awanga be received.
C) That
officers prepare a report to a future Council meeting on “Petition
– Seeking Exemption to the Chlorination of the Water Supply in Haumoana
and Te Awanga.”
D) That
the lead petitioner Sue Franklin be invited to speak to the petition, at the
future meeting referred to in “C” above.
CARRIED
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8.
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Council appointments to Committees, Subcommittees,
Joint Committees and External Organisations
(Document 18/97)
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Councillor
Redstone/Councillor Heaps
A) That
the report of the Democratic Support Manager
titled “Council
appointments to Committees, Subcommittees, Joint Committees and External
Organisations” dated 24/05/2018 be received.
B) The changes to appointments to Committees, Subcommittees and
outside organisations, as outlined in the schedule (CG-08-9-18-280) including
the following amendments to appointments be adopted.
·
That Councillor Barber also be appointed to
the Community Grants Committee
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That Councillor Dixon also be appointed to the
Te Mata Park Trust Board
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That Councillor Heaps and Councillor Barber be
appointed to the Te Mata Park Trust Appointments Committee
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That Councillor Redstone now become the Member
and Councillor Kerr become the Alternate on the Regional Transport Committee
With the
reasons for this decision being that the it will enable the Council to give
effect to the purposes of local government and to its responsibilities and
obligations under the Local Government Act 2002 and any other legislation in
the most effective and efficient manner.
CARRIED
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16. Extraordinary
Business Items
There were no extraordinary business items.
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17.
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Recommendation to
Exclude the Public from Items 19 and 20
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SECTION 48,
LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987
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THAT the public now be excluded from
the following parts of the meeting, namely;
18. Award
of Tender - Chief Executive Recruitment Agency
19. CON2018007
Urban and Plains Pavement and Corridor Management Contract
20. Presbyterian
Support East Coast offer to renew lease for office space in Heretaunga 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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18. Award of Tender - Chief Executive Recruitment Agency
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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 enable
Council to undertake 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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19. CON2018007 Urban and
Plains Pavement and Corridor Management Contract
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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 enable
Council to undertake 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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20. Presbyterian Support
East Coast offer to renew lease for office space in Heretaunga House
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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).
The paper
contains details regarding negotiations to lease Council owned office
space.
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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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________________________
The meeting closed at 2.50pm
Confirmed:
Chairman:
Date:
Hastings District Council