Description: COAT-ARM Hastings District Council

 

Civic Administration Building

Lyndon Road East, Hastings

Phone:  (06) 871 5000

Fax:  (06) 871 5100

WWW.hastingsdc.govt.nz

 

 

 

Open

A G E N D A

 

 

extraordinary

Civic and Administration SUBCOMMITTEE MEETING

 

Meeting Date:

Monday, 13 January 2020

Time:

9.30am

Venue:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

 

Committee Members

Chair: Councillor Dixon

Councillors: Harvey, Lawson, Nixon (Deputy Chair), O’Keefe, Schollum, Travers and Watkins

One vacancy: Heretaunga Takoto Noa Māori Standing Committee appointee

 

Officer Responsible

General Counsel – Mr S Smith

Democracy & Governance Advisor

Mrs C Hilton (Extn 5633)

 

Civic and Administration Subcommittee – Terms of Reference

 

A Subcommittee of the Operations and Monitoring Committee.

 

Fields of Activity

 

The Civic and Administration Subcommittee is responsible for making delegated decisions and advising the Operations and Monitoring Committee by;

·         Assisting Council in the allocation of Community Grants by;

-         Reviewing applications for Community Grants.

-         Setting appropriate performance measures to assist in the measurement of delivery of activities funded from Grants.

-         Allocation of grant funding within the budget allocation.

·         Assisting Council in its general overview of procurement and tender activity by accepting tenders which exceed the Chief Executive’s delegated authority to approve, for projects previously approved by Council or a Standing Committee within the delegated authority.

·         Assisting Council by reviewing and considering submissions and deciding applications for temporary closure of roads.

·         Recommending to Council the appointment of trustees to Te Mata Park Trust Board.

·         Recommending to Council the appointment of directors to Hastings District Holdings Limited.

·         Recommending to Council the appointment of List Members to the District Licencing Committee.

·         Assisting Council by reviewing, considering nominations and recommending recipients of Civic Awards.

 

Membership

 

·         8 Councillors.

·         1 Heretaunga Takoto Noa: Māori Standing Committee Member appointed by Council.

·         Group Manager Planning and Regulatory Services to be a member only when the Subcommittee is recommending the appointment of List Members to The Hastings District Licencing Committee.

·         The Chief Executive to be a member only when the Committee is making a decision on tendering and procurement matters.

·         The Group Manager: Asset Management to be a member only when the Subcommittee is making a decision on tendering and procurement matters.

·         The Transportation Manager to be a member only when the Committee is making a decision on applications for temporary closure of roads.

·         The Environmental Consents Manager to be a member only when the Committee is making a decision on applications for temporary closure of roads.

·         The Chair of the Te Mata Park Trust Board to be a member only when the Committee is making a decision on appointments to the Te Mata Park Trust Board.

·         The Chief Financial Officer to be a member only when the Committee is making a decision on appointments to the boards of any Council Controlled Organisations.

·         Chair appointed by Council.

·         Deputy Chair appointed by Council.

 

Quorum – a minimum of 3 members

 

Delegated Powers

1)        Authority to exercise all Council’s powers, functions and authorities (except where prohibited by law or otherwise delegated) in relation to the allocation of grant funding within the budget allocation.

2)        Authority to accept tenders for individual projects previously approved by the Council or a Standing Committee of the Council up to a value of $10,000,000.

3)        Responsibility to provide oversight and direction on tendering processes in general and/or specific issues relating to a particular project.

4)        All the Council’s powers and functions in respect to temporary prohibition of traffic under Section 342(1)(b) and clause 11(e) of Schedule 10 of the Local Government Act 1974.

5)        Recommend to Council the appointment of Trustees to Te Mata Park Trust Board in accordance with the policy on Appointment of Trustees for Te Mata Park Trust Board, and the provisions of section 57 of the Local Government Act 2002.

6)        Recommend to Council the appointment of director positions for Hastings District Holdings Limited in accordance with the Council’s Policy on Appointment and Remuneration of Directors for Council Organisations.

7)        Recommend to Council the recipients of Civic Awards.

8)        Recommend to Council the appointment of List Members to the Hastings District Licensing Committee in accordance with the policy on the appointment of members for the District Licensing Committee, and the provisions of Sections 192 – 194 of the Sale and Supply of Alcohol Act 2012.


 

HASTINGS DISTRICT COUNCIL

 

EXTRAORDINARY

Civic and Administration

SUBCOMMITTEE MEETING

 

Monday, 13 January 2020

 

VENUE:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

9.30am

 

A G E N D A

 

 

 

1.         Apologies

At the close of the agenda no apologies had been received.

At the close of the agenda no requests for leave of absence had been received.

2.         Conflict of Interest

Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have.  This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. 

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting.  If a Member thinks they may have a conflict of interest, they can seek advice from the General Counsel or the Democratic Support Manager (preferably before the meeting). 

It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member.

3.         Confirmation of Minutes 

            There are no previous minutes to confirm.

4.         Additional Business Items

5.         Extraordinary Business Items 

6.         Recommendation to Exclude the Public from Item 7                                        7

7.         CON2019002 Small Communities Water Treatment Plant Upgrades

 

                


 

 

 

HASTINGS DISTRICT COUNCIL

 

eXtraordinary

Civic and Administration

SUBCOMMITTEE MEETING

 

Monday, 13 January 2020

 

 

 

RECOMMENDATION TO EXCLUDE THE PUBLIC

 

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

 

THAT the public now be excluded from the following part of the meeting, namely:

 

7          CON2019002 Small Communities Water Treatment Plant Upgrades

 

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

 

 

 

 

7          CON2019002 Small Communities Water Treatment Plant Upgrades

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 report contains commerically sensitive information.

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.