Minutes of Hastings District Rural Community Board

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HASTINGS DISTRICT COUNCIL

MINUTES OF A MEETING OF THE Hastings District Rural Community Board HELD IN THE Landmarks Room, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON

Monday, 4 March 2019 AT 2.05pm

Present: Mrs S Maxwell (Chair)

Mr N Dawson, Mr M Lester and Ms Lesley Wilson

Councillor Kerr

IN ATTENDANCE: Chief Executive (Mr N Bickle)

Group Manager: Asset Management (Mr C Thew)

Strategic Finance Manager (Mr B Chamberlain)

Transportation Manager (Mr J Pannu)

Transportation Operations Manager (Mr A Jackson)

Transportation Engineer (Mr E Phillips)

Strategy Manager (Mr L Verhoeven)

Major Capital Projects Delivery (Mr G Hansen)

Senior Projects Engineer (Mr S Cave)

Manager: Democracy and Governance Services (Mrs J Evans)

Committee Secretary (Mrs C Hunt)

ALSO PRESENT: Deborah Grace

1. Apologies

Councillor Kerr/Mr Dawson

That an apology for lateness from Mr Lester be accepted.

CARRIED

Leave of Absence had previously been granted to Councillor Lyons.

2. Conflicts of Interest

Councillor Kerr – Extraordinary item

3. Confirmation of Minutes

Mr Lester joined the meeting at 2.10pm.

Mrs Maxwell/Councillor Kerr

That the minutes of the Hastings District Rural Community Board held Monday 17 December 2018 be confirmed as a true and correct record and be adopted.

CARRIED

Declaration of Hastings District Rural Community Board Member - Lesley Robyn Wilson

(Document 18/1266)

The Chief Executive received and witnessed the oral declaration of the newly appointed Hastings District Rural Community Board member Lesley Robyn Wilson.

Councillor Kerr/Mrs Maxwell

That the report of the Manager: Democracy and Governance Services titled “Declaration of Hastings District Rural Community Board Member – Lesley Robyn Wilson” dated 4/03/2019 be received.

CARRIED

2019/20 Annual Plan

(Document 19/18)

The Strategy Manager, Mr Verhoeven updated the Board on the 2019/20 Draft Annual Plan budget which would be considered at a Council meeting on 28 March 2019. The bridge strengthening programme remained a priority in the rural area.

Submissions to the Annual Plan that related to the rural sector would be referred to the Board for consideration at the 27 May 2019 meeting. At that meeting the Board would consider what rate increase to recommend to Council.

Officers advised that an update on the Bridges Provincial Growth Fund application would be provided to the Board once an outcome was known

Mr Lester/Mr Dawson

A) That the report of the Strategy Manager titled “2019/20 Annual Plan” dated 4/03/2019 be received.

B) That any feedback from the Board is incorporated in the final drafting of the plan.

CARRIED

Rural Transportation Activities Report

(Document 19/178)

The Transportation Operations Manager, Mr Jackson updated the Board on the rural transportation programmed project status and activities report.

The Strategic Transport Engineer, Mr Phillips updated the Board on the Middle Road Corridor Management Plan.

Mr Lester/Councillor Kerr

A) That the report of the Transportation Operations Manager titled “Rural Transportation Activities Report” dated 4/03/2019 be received.

CARRIED

____________________

The meeting adjourned at 3.10pm for afternoon tea

and reconvened at 3.25pm

____________________

7. Additional Business Items

There were no business items.

8. Extraordinary Business Items

Councillor Kerr having declared a conflict of interest withdrew from the meeting table at 3.25pm.

8A.

Transfer of Local Purpose Reserve (Utility), State Highway 50, Maraekakaho

(Document 19/238)

This issue was dealt with as an Extraordinary Business Item as it had been addressed at the Council meeting on 21 February 2019 and was presented for information to the Board.

Mr Lester/Ms Wilson

A) That the report of the Senior Projects Engineer titled “Transfer of Local Purpose Reserve (Utility), State Highway 50, Maraekakaho” addressed at the 21 February 2019 Council meeting be received for information.

CARRIED

	MINOR MATTERS
	9.1 Discussion of minor matters not on the agenda A meeting may discuss an item that is not on the agenda only if it is a minor matter relating to the general business of the meeting and the Chairperson explains at the beginning of the public part of the meeting that the item will be discussed. However, the meeting may not make a resolution, decision or recommendation about the item, except to refer it to a subsequent meeting for further discussion.
	Pukehamoamoa Rural Recycling – The Waste Minimisation Planner, Mrs Atkins displayed a powerpoint presentation (SW-25-19-4488) providing an overview of issues at Pukehamoamoa recycling centre and people abusing the service. That Rural Community Board endorsed Hastings District Council Officers continuing to work with the community, including Lesley Wilson, as local Rural Community Board member to find a solution, including investigating the costing of Closed Circuit TV. A report to be brought back to the Board on the outcome.
	Community Board Executive Committee (CBEC) – Mr Lester confirmed that the organisation of the Community Board Conference to be held on 11-13 April 2013 in New Plymouth was well underway. Board members Mr Lyons, Mrs Maxwell and Ms Wilson would attend the Conference. Seminars – The Community Boards Executive Committee, with the support of LGNZ, had organised four regional workshops to assist officials who support, or advise, community boards identify and share good practice. · Thursday 28 March Christchurch · Friday 29 March Dunedin · Monday 1 April Rotorua · Friday 5 April Palmerston North Following the elections, seminars of introductory courses for new members and Chairs would be held.
	Waimarama/Waipatiki/Esk/Whirinaki Water Supply Upgrades – Mr Hansen, Major Capital Projects Delivery and Mr Cave, Senior Projects Engineer gave an oral update on the upgrades to rural drinking supplies.
	Matapiro Hall (Planned EIT Training Module) – Councillor Kerr advised that Council had been approached by the Eastern Institute of Technology (EIT) regarding the potential for setting up a trades training module at the Matapiro Hall. EIT would look to erect three new buildings, utilise the hall but would first require planning consent and consent of the Hall Committee.
	Elected Member Requests – The Group Manage: Asset Management, Mr Thew advised that at a recent Councillor Retreat it was identified that Councillors wanted a process to direct requests. To facilitate this a dedicated email address had been created and any requests that need to be addressed by officers would be directed through this email address. Members of the Board advised that they did not wish to have this process set up for their requests and would remain status quo of contacting either the Call Centre, Mr Thew, or the appropriate staff member (mainly the Transportation Operations Manager, Adam Jackson) who directed their issues to appropriate officers.

Recommendation to Exclude the Public from Item 10

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

Mr Lester/Mr Dawson

THAT the public now be excluded from the following parts of the meeting, namely;

10. Summary of Rating Area 2 Council owned land

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:

GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED

REASON FOR PASSING THIS RESOLUTION IN RELATION TO EACH MATTER, AND PARTICULAR INTERESTS PROTECTED

GROUND(S) UNDER SECTION 48(1) FOR THE PASSING OF EACH RESOLUTION

10. Summary of Rating Area 2 Council owned land

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).

Sensitivity with individual property owners.

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.

CARRIED

________________________

The meeting closed at 5.00pm

Confirmed:

Chairman:

Date:

Hastings District Council

Lyndon Road East, Hastings 4156