COAT-ARM Hastings District Council

 

Civic Administration Building

Lyndon Road East, Hastings 4156

Phone:  (06) 871 5000

Fax:  (06) 871 5100

www.hastingsdc.govt.nz

 

 

 

 

 

OPEN

 

M I N U T E S

 

 

 

 

Council

 

 

 

Meeting Date:

Thursday, 26 September 2019

 


CG-14-1-01538                                                                           1

Minutes of a Meeting of the Council held on

26 September 2019 at 10.30am

 

Table of Contents

 

Item                                                                                    Page No.

 

1.         Prayer  1

2.         Apologies  1

3.         Seal Register  1

4.         Conflicts of Interest 2

5.         Confirmation of Minutes  2

6.         Presentation - Lucknow School 2

7.         Proposed Road Stopping Within Waingakau Village Development - Flaxmere  2

10.       Petition - Tainui Reserve - Cycle Track Development 2

11.       Toitoi - Hawkes Bay Arts and Events Centre - name for former Plaza  3

8.         Adoption of Speed Limit Bylaws 2019  4

9.         Recognising Our Past Heroes  4

12.       Municipal Building Future Use Community Engagement 5

13.       Road Stopping and Sale, Avery Rd, Sections 1 and 2 on SO534942  5

14.       Summary of Recommendations of the Joint Council Waste Futures Projects Steering Committee meeting held 20 September 2019  6

15.       Proposed Priority Products and Product Stewardship Scheme Consultation Submission   7

16.       Summary of Recommendations of the Rural Halls Subcommittee Meeting held 9 September 2019  7

17.       Summary of Recommendations from the Hastings District Rural Community Board meeting held on 9 September 2019  9

18.       Council Chamber Audio Visual Project - Live Streaming of Council and Committee Meetings  11

19.       Health and Safety Quarterly Report 11

20.       Requests Received Under the Local Government Official Information and Meetings Act (LGOIMA) Monthly Update  11

21.       General Update Report and Status of Actions  11

22.       Additional Business Items  11

23.       Extraordinary Business Items  12

24        Recommendation to Exclude the Public from Item 25  12

 

 


CG-14-1-01538                                                                           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 September 2019 AT 10.30am

 

 

Present:                          Mayor Hazlehurst (Chair)

Councillors Barber, Dixon, Harvey, Heaps, Kerr, Lawson, Lyons, Nixon, O’Keefe, Poulain, Redstone, Schollum, Travers and Watkins.

 

IN ATTENDANCE:             Acting Chief Executive (Mr B Allan)

Group Manager: Asset Management (Mr C Thew)

Group Manager: Economic Growth and Organisation Improvement (Mr C Cameron)

Group Manager: Human Resources (Mrs B Bayliss)

Transportation Development Engineer (Mr S Kuruwita)

Traffic Engineering Officer (Mr L Crawford)

Risk and Corporate Services Manager (Mr R Smith)

Corporate Services Managers, Hawke’s Bay Opera House (M Mr C Wright)

Manager: Hawke’s Bay Opera House (Ms M Peacock-Coyle

Strategic Transport Engineer (Eynon Phillips)

Community Grants Advisor (Mr K Carter)

Manager IMBT Strategic Projects (Mr K Dresser)

Health and Safety Manager (Ms J Kuzman)

General Counsel (Mr S Smith)

Manager: Democracy and Governance Services (Mrs J Evans)

Democracy & Governance Advisor (Mrs C Hunt)

 

AS REQUIRED:                  Emma Horgan, Te Taiwhenua o Heretaunga (Item 7)

 

 

1.         Prayer

The opening prayer was given by Reverend Jill McDonald of St Andrews Church.

 

2.         Apologies

There were no apologies to receive.  

 

3.         Seal Register

 

Councillor Heaps/Councillor Schollum

That the Seal Register remain lying on the table for the meeting.

CARRIED 

 

4.         Conflicts of Interest

There were no declarations of conflicts of interest.

 

5.         Confirmation of Minutes

 

Councillor Watkins/Councillor Dixon

That the minutes of the Council Meeting held Tuesday 10 September 2019, including minutes while the Public were Excluded be confirmed as a true and correct record and be adopted.

CARRIED 

 

6.

Presentation - Lucknow School

(Document 19/889)

 

 

Unfortunately, the Lucknow School were unable to present at the meeting and have been rescheduled for 28 November 2019 Council meeting.

 

7.

Proposed Road Stopping Within Waingakau Village Development – Flaxmere

(Document 19/811)

 

 

Mayor Hazlehurst/Councillor Schollum

 

A)      That the Council receives the report titled  Proposed Road Stopping Within Waingakau Village Development – Flaxmere.

 

B)     That the Council approve initiating the formal road stopping process of the following roads within the West Flaxmere Waingakau Village Development owned by Te Taiwhenua o Heretaunga:

·    The partial paper road stopping of Mawson Avenue

·    The partial paper road stopping of Frobisher Road

·    The full road stopping of Mitchell Place

 

C)    That Council direct the Chief Executive to ensure that staff continue due diligence in partnership with the West Flaxmere Waingakau Village Development owned by Te Taiwhenua o Heretaunga to ensure ongoing opportunities for good urban design outcomes are enacted.

 

CARRIED 

 

 

With the agreement of the meeting Item 10 was taken out of order.

 

10.

Petition - Tainui Reserve - Cycle Track Development

(Document 19/949)

 

 

A Lead Petitioner under Standing Orders 16.1 is allocated 5 minutes to speak to their petition unless the meeting resolves otherwise.  Mrs Maxwell requested that she be granted 10 minutes speaking time to present. A copy of Mrs Maxwell’s presentation was tabled at the meeting (CG-14-1-01557).

 

 

Mayor Hazlehurst/Councillor Heaps

That pursuant to Standing Order 16.1 (Petition presented by petitioner) Council resolve to allow Mrs Maxwell, as Lead Petitioner to speak for 10 minutes to her Tainui Reserve Petition.

CARRIED

Mayor Hazlehurst/Councillor Redstone

A)        That the report of the Manager: Democracy and Governance titled “Petition - Tainui Reserve - Cycle Track Development” be received.

B)        That the tabled “Petition - Tainui Reserve - Cycle Track Development” be received.

CARRIED 

 

 

11.

Toitoi - Hawkes Bay Arts and Events Centre - name for former Plaza

(Document 19/977

 

Councillor Travers/Councillor Schollum

A)      That the Council receives the report titled Toitoi - Hawkes Bay Arts and Events Centre - name for former Plaza.

B)      That the Council adopt the name “Hastings Room” for the space previously known as the Plaza in the Hawke’s Bay Arts and Events Centre.

 

The Motion was PUT  and LOST

 

FOR (6): Mayor Hazlehurst, Councillors Schollum, Travers, Lawson, Kerr and Lyons

 

AGAINST (9) : Councillors Dixon, Harvey, Barber, Poulain, Redstone, Heaps, Nixon, O”Keefe and Watkins

 

 

Councillor Dixon/Councillor Harvey

 

A)           That the Council receives the report titled Toitoi - Hawkes Bay Arts and Events Centre - name for former Plaza.

 

B)           That a  working party of the following councillors: Councillors Lyons, Watkins, Lawson, Barber, Travers, Dixon, Schollum, Harvey, O’Keefe, Poulain and Redstone, staff and Chief Executive be formed with delegated authority to decide a name for the Plaza with the decision to be notified to the Council meeting on 10 October 2019.  Councillor Dixon to be the Chair of the Working Party.

The Motion was PUT and CARRIED

 

Councillors Travers, Schollum, Lawson and Lyons requested their vote AGAINST the Motion be recorded.

 

 


8.

Adoption of Speed Limit Bylaws 2019

(Document 19/820)

 

 

Councillor Redstone/Councillor Watkins

 

A)      That the Council receives the report titled Adoption of Speed Limit Bylaws 2019.

 

B)     That the amended Bylaw and Bylaw Plans (LEG-02-34-19-541 and LEG-02-34-19-542) attached to the report in (A) above, be adopted with effect from 1 December 2019.

 

C)     That all submitters be responded to in accordance with the decisions made following the hearing submissions.

 

D)     That, in terms of Section 82 (3) of the Local Government Act 2002, the principles set out in that section have been observed in such a manner that the Hastings District Council considers, in its discretion, is appropriate for the decisions made during the consideration of this matter.

CARRIED

 

 

9.

Recognising Our Past Heroes

(Document 19/903)

 

 

Councillor Kerr/Councillor Lawson

 

A)      That the Council receives the report titled  Recognising Our Past Heroes

 

B)     That the Council adopt the following recommendations from the independent report by Mr M Maguire:

 

·         That it is agreed that the following overarching statement is adopted to guide all decisions regarding the Districts War Memorials:

 

·         “The Districts War Memorials are to provide an everlasting tribute to those who gave their lives in the service of New Zealand during the conflict that the memorial commemorates.”

 

·         That appropriate identified funding is provided for maintenance and care of the Districts War Memorials.

 

·         That incorrect entries to existing plaques are not altered in accordance with the Original Order protocol.

 

·         That the Council verify (in accordance with the protocol) the identified 24 “Hastings” servicemen who lost their lives in battles and whose names are not present on the Cenotaph.

 

·         In the event that the names are verified the Council considers how they should be recognised.

 

C)       That Council approve that the Chief Executive, or Officer appointed by the Chief Executive, be delegated authority to make decisions in accordance with the following protocol for handling a Request for Review of a Name.

 

·         Where a request to address a missing/incorrectly spelt entry on a War Memorial is received the following approach should be adopted.

 

·         Any new entry will only take place when sufficient changes are required to warrant a physical change.

 

·         In the case of the Hastings World War II Memorial Plaques changes should be made annually prior to ANZAC Day and in time for the plaques to be replaced and dedicated appropriately in time for the ANZAC Day commemoration.

 

·         In the case of the Hastings Cenotaph changes will be made to the adjoining plaque annually prior to ANZAC Day and in time for the plaques to be replaced and dedicated appropriately in time for the ANZAC Day commemoration.

 

D)        That Council approve a bid being made in the next budgeting round to establish a specific fund for maintenance of War Memorials.

 

CARRIED 

 

12.

Municipal Building Future Use Community Engagement

(Document 19/969)

 

 

Councillor Dixon/Councillor Schollum

 

A)      That the Council receives the report titled Municipal Building Future Use Community Engagement.

 

B)     That the Council resolved to proceed with Option E (as outlined to the community as the preferred option - CG-14-1-01539) for Municipal Building Future use, within the financial parameters as set out for the project.

 

C)     That officers consider the comments from the engagement process to further inform future directions and the detailed design elements of the project.

CARRIED 

 

13.

Road Stopping and Sale, Avery Rd, Sections 1 and 2 on SO534942

(Document 19/991)

 

 

Councillor Kerr/Councillor Heaps

 

A)      That the Council receives the report titled Road Stopping and Sale, Avery Rd, Sections 1 and 2 on SO534942.

 

B)     That the stopping of the area of road shown as sections 1 and 2 on SO534942 is confirmed, and the Chief Executive is delegated all necessary powers to see the stopped road is sold to the adjoining landowner.

CARRIED 

 

14.

Summary of Recommendations of the Joint Council Waste Futures Projects Steering Committee meeting held 20 September 2019

(Document 19/995)

 

 

Councillor Redstone/Councillor Lyons

A)   That the report of the Waste Planning Manager titled “Summary of Recommendations of the Joint Council Waste Futures Projects Steering Committee meeting held 20 September 2019” be received.

B)   The following recommendations of the Joint Council Waste Futures Projects Steering Committee meeting held 26 September 2019 were ratified:

 

“6.  MANAWATU DISTRICT COUNCIL APPLICATION TO PROVINCIAL GROWTH FUND FOR PLASTIC RECYCLING, PROCESSING AND REUSE FACILITY

 

A)     That the Joint Council Waste Futures Project Steering Committee receives the report titled Manawatu District Council Application to Provincial Growth Fund for Plastic Recycling, Processing and Reuse Facility.

 

B)     That the Joint Council Waste Futures Project Steering Committee support the Manawatū District Council with a letter of support for development of a Plastic Recycling, Processing and Reuse Industry in the Manawatū region for submission alongside the business case application to the Provincial Growth Fund (SW-25-19-4549).

 

C)     A future report may be presented to the Joint Council Waste Futures Project Steering Committee and Council for consideration, should Manawatū District Council require further information or a formal supply agreement.

 

 

8.    PROPOSED PRIORITY PRODUCTS AND PRODUCT STEWARDSHIP SCHEME CONSULTATION SUBMISSION

 

A)       That the Committee receives the report titled Proposed Priority Products and Product Stewardship Scheme Consultation Submission.

 

B)       That the Joint Council Waste Futures Project Steering Committee support and make a submission on the draft Proposed Priority Products and Priority Product Stewardship Scheme Guidelines.

 

C)       That the Joint Council Waste Futures Project Steering Committee recommend to the Parent Councils that individual submissions be submitted”.

CARRIED 

 

15.

Proposed Priority Products and Product Stewardship Scheme Consultation Submission

(Document 19/994)

 

 

Councillor Kerr/Councillor Lyons

A)      That the Council receives the report titled Proposed Priority Products and Product Stewardship Scheme Consultation Submission.

B)     That the Council support the draft Proposed Priority Products and Priority Product Stewardship Scheme Guidelines submission (SW-25-19-4552).

 

CARRIED 

 

16.

Summary of Recommendations of the Rural Halls Subcommittee Meeting held 9 September 2019

(Document 19/671)

 

Councillor Travers withdrew from the meeting at 12.30pm.

 

Councillor Redstone/Councillor Kerr

A)      That the Council receives the report titled Summary of Recommendations of the Rural Halls Subcommittee Meeting held 9 September 2019.

 

B)     That the following recommendations to the Rural Halls Subcommittee meeting held 9 September 2019 were ratified:

 

4.   RURAL HALLS – UPDATE ON CONDITION OF HALLS AND THE IMPLICATIONS OF THE BUILDING (EARTHQUAKE-PRONE BUILDINGS) AMENDMENT ACT

 

A)   That the Rural Halls Subcommittee receives the report titled  “Hastings District Rural Halls - Building Status Report” dated 9/09/2019.

 

B)   That the Rural Halls Subcommittee endorse the recommended priority actions as outlined in Table 3 of the report as shown below:

 

 

 

 

 

 

 

Hall name

Estimated Cost Detailed Eng Assessment

When by

Estimate Remediation Cost

Estimate General Maintenance Cost

Priority

Maraekakaho Church Hall

$15,000

2024

$100,000

$8,000

1

Tutira Hall

$15,000

2024

$40,000

$0

1

Waimarama Maraetotara Memorial Hall

$15,000

2024

$40,000

$100,000

1

Matapiro & District Recreation Hall

$15,000

2024

$25,000

$30,000

1

Kaiwaka (Tareha) Hall

$15,000

2024

$25,000

$5,000

2

Pakowhai War Memorial Hall

$15,000

2024

Unknown

$3,000

2

Sherenden Hall

$15,000

2024

Unknown

$8,000

2

Kereru Hall

$15,000

2024

Unknown

$3,000

3

Total

$120,000

 

 

$254,000

 

 

C)   That the Rural Halls Subcommittee recommend that the Council consider increasing the rural halls annual funding allocation from $50,000 to $75,000 pa to assist in advancing the engineering assessments and remedial building work to meet new building legislation – (Note: 2019/20 funding allocation was $60,000 due to the reserve amount from 2018/19 being included).

 

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: assisting the rural communities in improving the condition of rural halls in terms of earthquake legislation and general maintenance”.

 

“5.    RURAL HALLS FUND 2019/20 FUNDING ROUND

A)    That the Rural Halls Subcommittee receives the report titled “Rural Halls Fund 2019/20 Funding Round” dated 9/09/2019.

 

B)   That the following grants be allocated from the 2019/2020 Rural Halls Fund subject to the rural hall committees providing evidence, to the satisfaction of the Community Grants Advisor, of their 50% contribution to the total cost of their project:

 

 

 

 

 

Hall

Brief Project Description

Request

Twyford and Raupare Memorial Hall

Carpeting walls to reduce damages and provide better heating and improve the acoustics

$6,950.00

Sherenden Hall

New water pump and cylinder to ensure constant water supply to kitchen and bathrooms

$808.18

Waimarama Maraetotara Memorial Hall

Replace main switchboard.

Install emergency lighting and smoke alarms.

Replace Kitchen benches.

Replace hot water cylinder

$10,435

Matapiro

Redecorate bathrooms areas to encourage more people to use the facility

$3,110.00

Clive Community Hall

Removal and replacement of kitchen units and kitchen benches

$4,697.92

 

TOTAL

$26,001.10

 

C)   That the current Rural Halls Fund earthquake assessment and strengthening budget ($30,000) and the Rural Halls Fund reserve earthquake assessment and strengthening budget ($30,000) be used to complete Earthquake Assessments on the halls recommended and prioritised by the Parks and Property Services Team, as per their report dated 9 September 2019 (19/746).

 

D)   Matapiro War Memorial Hall

That Council fully investigate the Matapiro War Memorial land and all options that would allow the Matapiro community to access a long term commercial lease to generate significant funds for the future maintenance of the Matapiro War Memorial Hall and that a report on options be brought to a future meeting for consideration.

 

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, i.e. Rural Halls.

                      

CARRIED 

_______________________

The meeting adjourned for lunch at 12.35pm

and reconvened at 1.05pm

_______________________

 

Councillor Travers rejoined the meeting at 1.05pm.

 

17.

Summary of Recommendations from the Hastings District Rural Community Board meeting held on 9 September 2019

(Document 19/874)

 

 

 

Councillor Lyons/Councillor Kerr

 

A)      That the Council receives the report titledSummary of Recommendations from the Hastings District Rural Community Board meeting held on 9 September 2019”.

 

B)     That the following recommendation of the Hastings District Rural Community Board meeting held 9 September 2019 were ratified:

 

“4.    CAMERAS ON RURAL ROADS

 

A)     That the Hastings District Rural Community Board receive the report titled “Cameras on Rural Roads” dated 9 September 2019.

 

B)     That the Hastings District Rural Community Board recommend to Council that investigations into rural security cameras be progressed with a view to funding this through the next annual plan.

 

5.      MIDDLE ROAD CORRIDOR MANAGEMENT PLAN

 

A)    That the Hastings District Rural Community Board receives the report titled “Middle Road Corridor Management Plan” dated 9 September 2019.

 

B)   That the Hastings District Rural Community Board recommend that Council adopt the Middle Road Corridor Management Plan (CG-14-110) for inclusion in the Long Term Plan for implementation.

 

7.    RATING AREA 2 – FINANCIAL RESULT

 

A)       That the Hastings District Rural Community Board receives the report of the Financial Controller titled “Rating Area 2 – Financial Result” dated 9 September 2019.

 

B)       That the Hastings District Rural Community Board recommend to Council that the Rating Area 2 Rating Surplus of $107,188 be allocated to the Rural Flood and Emergency Event Reserve.  Noting that the value of the surplus available may change.

 

C)     That the Hastings District Rural Community Board recommend to Council that the Rating Area 2 share of the Landfill surplus of $151,581 be allocated to the Rural Flood and Emergency Event Reserve.  Noting that the value of the surplus may change.”

 

CARRIED 

 

 

 

18.

Council Chamber Audio Visual Project - Live Streaming of Council and Committee Meetings

(Document 19/950)

 

 

Councillor Schollum/Councillor Nixon

 

A)      That the Council receives the report titled  Council Chamber Audio Visual Project - Live Streaming of Council and Committee Meetings.

 

B)     That all public Council and Standing Committee meetings held in the Hastings District Council Chamber be streamed live via Youtube,  effective from the 10 October 2019 Council meeting.

CARRIED

 

 

19.

Health and Safety Quarterly Report

(Document 19/930)

 

Councillor Travers/Councillor Lawson

A)      That Council receives the report titled Health and Safety Quarterly Report.

CARRIED

 

20.

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

(Document 19/913)

 

Councillor Schollum/Councillor Redstone

A)      That the Council receives the report titled  Requests Received Under the Local Government Official Information and Meetings Act (LGOIMA) Monthly Update.

B)     That the LGOIMA requests received in August 2019 as set out in Attachment 1 (IRB-2-01-19-1702) of the report be noted.

 

CARRIED 

 

21.

General Update Report and Status of Actions

(Document 19/902)

 

Councillor Schollum/Councillor Travers  

A)      That the Council receives the report titled  General Update Report and Status of Actions.

CARRIED 

 

22.       Additional Business Items

            There were no additional business items.

 

 

23.       Extraordinary Business Items

            There were no extraordinary business items.

     

24.

Recommendation to Exclude the Public from Item 25 

 

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

 

Councillor Schollum/Councillor Travers

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

25.       Orchard Road Depot

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

 

25.   Orchard Road Depot

Section 7 (2) (b) (ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely to unreasonably prejudice the commercial position of the person who supplied or who is the subject of the information.

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 third party commercial negotiations to take place.

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 2.05pm

 

Confirmed:

 

 

 

Chairman:

Date: