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
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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
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6.
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Presentation - Lucknow School
(Document 19/889)
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Unfortunately,
the Lucknow School were unable to present at the meeting and have been
rescheduled for 28 November 2019 Council meeting.
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7.
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Proposed Road Stopping Within Waingakau Village
Development – Flaxmere
(Document 19/811)
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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
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With the agreement of the meeting Item
10 was taken out of order.
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10.
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Petition - Tainui Reserve - Cycle Track Development
(Document 19/949)
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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).
|
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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
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11.
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Toitoi - Hawkes Bay Arts and Events Centre - name
for former Plaza
(Document 19/977
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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.
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8.
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Adoption of Speed Limit Bylaws 2019
(Document 19/820)
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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
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9.
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Recognising Our Past Heroes
(Document 19/903)
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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
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12.
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Municipal Building Future Use Community Engagement
(Document 19/969)
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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
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13.
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Road Stopping and Sale, Avery Rd, Sections 1 and 2
on SO534942
(Document 19/991)
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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
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14.
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Summary of Recommendations of the Joint Council
Waste Futures Projects Steering Committee meeting held 20 September 2019
(Document 19/995)
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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
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15.
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Proposed Priority Products and Product Stewardship
Scheme Consultation Submission
(Document 19/994)
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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
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16.
|
Summary of Recommendations of the Rural Halls
Subcommittee Meeting held 9 September 2019
(Document 19/671)
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Councillor Travers withdrew from the
meeting at 12.30pm.
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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
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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
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_______________________
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 titled “Summary 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
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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: