Thursday, 15 October 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council

Council Meeting

Kaupapataka
Open Agenda

 

 

Te Rā Hui:
Meeting date:

Thursday, 15 October 2020

Te Wā:
Time:

1.00pm

Te Wāhi:
Venue:

Council Chamber

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

Te Hoapā:
Contact:

Democracy and Governance Services

P: 06 871 5000  |  E: democracy@hdc.govt.nz

Te Āpiha Matua:
Responsible Officer:

Chief Executive - Nigel Bickle

 


 

Thursday, 15 October 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council

Council Meeting

Kaupapataka
Open Agenda

Mematanga:
Membership:

Tiamana

Chair: Mayor Sandra Hazlehurst

Ngā KaiKaunihera

Councillors: Bayden Barber, Alwyn Corban, Malcolm Dixon, Damon Harvey, Tania Kerr (Deputy Chair), Eileen Lawson, Simon Nixon, Henare O’Keefe, Peleti Oli, Ann Redstone, Wendy Schollum, Sophie Siers, Geraldine Travers and Kevin Watkins

Tokamatua:
Quorum:

8 members

Apiha Matua
Officer Responsible:

Chief Executive – Nigel Bickle

Te Rōpū Manapori me te Kāwanatanga
Democracy and Governance Services:

Jackie Evans (Extn 5018)

 

 


Te Rārangi Take
Order of Business

1.0

Opening Prayer – Karaki a Whakatūwheratanga

 

2.0

Apologies & Leave of Absence – Ngā Whakapāhatanga me te Wehenga ā-Hui

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.

 

3.0

Conflict of Interest – He Ngākau Kōnatunatu

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 Manager: Democracy and Governance (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.

 

4.0

Confirmation of Minutes – Te Whakamana i Ngā Miniti

Minutes of the Council Meeting held Tuesday 15 September 2020.

(Previously circulated)   

 

5.0

Presentation by the Mayor's Tuia Grace Ropitini 

7

6.0

Petition to have all Trees in Lascelles Street, Hastings Removed 

9

7.0

Adopt Draft Keirunga Gardens Reserve Management Plan for Public Consultation 

13

8.0

Former Cornwall Park Tea Kiosk 

21

9.0

Recommendations from the Rural Community Board Meeting held 7 September 2020 

31

10.0

Schedule of Council Meetings 

33

11.0

Minor Items – Ngā Take Iti

 

12.0

Urgent Items – Ngā Take Whakahihiri    

 

13.0

Recommendation to Exclude the Public from Items 14, 15, 16 and 17 

37

14.0

Museum Storage 

 

15.0

HDC Landholdings and Crown Funding Agreement 

 

16.0

Appointment of Independent Member to the Risk and Assurance Committee 

 

17.0

Review of the Chief Executive's Performance Delivery for 2019/20 

 

 

 

     


 

Thursday, 15 October 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Annette Hilton, Project Advisor

Te Take:

Subject:

Presentation by the Mayor's Tuia Grace Ropitini

        

 

1.0      PURPOSE AND SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA

1.1          The Tuia Programme is part of LGNZ’s Mayor’s Taskforce for Jobs - Rangatahi Leadership Programme, which involves local Mayors mentoring on a one-on-one basis a young person to encourage and enhance their leadership skills.

1.2          The programme looks to build a network of support for rangatahi to help them serve their communities well.  A mayor will select a rangatahi from their district who they will develop a mutually beneficial mentoring relationship with, in order to enhance their ability to contribute well to their community.  This will happen on a monthly basis, involving both informal meetings and participation at formal occasions.

1.3          The programme also provides an opportunity to gain a deeper insight into inter-generational issues and experiences.

1.4          Selected rangatahi will be expected to undertake a 100 hour community contribution project in their communities.

1.5          Rangatahi will also attend five wānanga in different parts of the country over the year to build networks, obtain support and receive exposure to a diverse range of people from across the country.

1.6          Hastings District Council Mayors have been participating in the Tuia programme for the past eight years. 

1.7          Grace Ropitini, a local primary school teacher in Hastings, has been selected as Mayor Hazlehurst’s Tuia for 2020.  Her Worship’s two previous Tuia were Antoinette Hapuku-Lambert (2018) and Shar Maui (2019).

1.8          Ms Ropitini is presenting to Council an update on her work with the Tuia programme so far this year.

 

 

2.0      RECOMMENDATIONS - NGĀ TŪTOHUNGA

A)        That the Council/Committee receives the report titled Presentation by the Mayor's Tuia Grace Ropitini.

 

 

 

Attachments:

There are no attachments for this report.

 

 

 


Petition to Remove Trees in Lascelles Street

Attachment 1

 

 

Thursday, 15 October 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Colin Hosford, Public Spaces and Building Assets Manager

Te Take:

Subject:

Petition to have all Trees in Lascelles Street, Hastings Removed

        

 

1.0    Summary – Whakarāpopototanga

1.1       The purpose of this report is to inform the Council about a petition received from Patricia Tyro who has indicated that she wishes to address the Council meeting.

1.2       The petition is attached and the petitioner’s prayer reads as follows:
“To have all the trees in Lascelles Street removed”
There are 25 signatories to the petition.

1.3       The report concludes by recommending that the Council receive the petition and note that the lead petitioner has been advised that:

·        The petitioners are allowed an opportunity to address the Council on their petition; and

·        Operations and Monitoring Committee at its meeting on 17 September 2020 had agreed a schedule for the management of trees in the District which included plans for the planned removal of trees in Lascelles Street in 2020/21.

 

2.0    Recommendation – Ngā Tūtohunga

A)        That the report of the Public Spaces and Building Assets Manager titled “Petition to have all Trees in Lascelles Street, Hastings Removed” be received.

B)        To note that the petitioners have been advised of the action planned for the removal of trees in Lascelles Street in 2020/21 following the decision of Operations and Monitoring Committee on 17 September 2020 to approve a schedule for the management of trees in the District.

 

Attachments:

 

1

Petition to Remove Trees in Lascelles Street

CG-16-2-00352

 

 PDF Creator


 

Thursday, 15 October 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Alex Mabin, Public Spaces Policy Planner

Te Take:

Subject:

Adopt Draft Keirunga Gardens Reserve Management Plan for Public Consultation

        

 

1.0    Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1       The purpose of this report is to obtain a resolution from Council to adopt the Draft Keirunga Gardens Reserve Management Plan for public consultation.

1.2       This requirement comes from the obligation of Council under Section 41 of the Reserves Act 1977 to prepare Reserve Management Plans for the reserves under its management and control.  In addition, Council resolved on 30 May 2019 to review the 2009 Keirunga Gardens Reserve Management Plan to address community concerns raised on the Draft Tree Management Plan proposed for the mature oak woodland area.

1.3       Keirunga Gardens is vested and classified as Local Purpose (Plantation and Cultural Artistic and Creative) Reserve and Recreation Reserve under the Reserves Act 1977.  Section 41 of the Reserves Act requires that Council set out in a ten year Management Plan how the Council will “provide for and ensure the use, enjoyment, maintenance, protection, and preservation, as the case may require, and, to the extent that the administering body’s resources permit, the development, as appropriate, of the reserve for the purposes for which it is classified …”.  

1.4       Council notified its intention to review the Keirunga Gardens Reserve Management Plan on 6 June 2020.  Two open days and a number of meetings and workshops with stakeholders and user groups have been held, and consideration of feedback gained during this process, together with specialist input, has informed the Draft Reserve Management Plan. 

1.5       Section 41 requires that the Draft Reserve Management Plan be adopted for formal public consultation of two months, submissions and hearings, prior to adoption of the Reserve Management Plan.

1.6       This report recommends that Council adopt Option 1 and resolves to adopt the Draft Keirunga Gardens Reserve Management Plan (Attachment 1) for public consultation. 

 

2.0    Recommendations – Ngā Tūtohunga

A)        That the Council receives the report titled Adopt Draft Keirunga Gardens Reserve Management Plan for Public Consultation.

B)        That the Council adopts the Draft Keirunga Gardens Reserve Management Plan as presented in Attachment 1 to the report in (A) above, for consultation purposes and that officers be instructed to commence the consultation process as required by Section 41 of the Reserves Act 1977.

 

 

3.0    Background – Te Horopaki

Legal Description

3.1       The land contained within Keirunga Gardens is owned by the Hastings District Council and is legally described as Lot 6-7, 11 Deposited Plan 3304 and Lot 2 Deposited Plan 7294 and Lot 2 Deposited Plan 9601 and Part Lot 1 Deposited Plan 7265; Lot 1 Deposited Plan 14123; Lot 2 Deposited Plan 14123; Lot 2 Deposited Plan 3463; and Lot 6 Deposited Plan 7265.  The Park covers a total area of 7.9 hectares over two separate land parcels.  The main Reserve is contained with Certificates of Title HB163/175; HBG1/255; and HBG1/256.  A separate land parcel is located to the south of the main park, contained in Certificates of Title HB130/240 and HB185/76.

3.2       Keirunga Gardens is freehold land held by Council in fee simple title for parks purposes and is vested under the Reserves Act.  Keirunga Gardens has two classifications: Local Purpose (Plantation and Cultural, Artistic and Creative) Reserve (main Reserve); and Recreation Reserve (separate land parcel).

3.3       Keirunga Gardens is zoned Open Space (OS3-03) in the Operative District Plan.  The Open Space Zone provides for parks, reserves and open spaces that are owned, managed or controlled by Council.  Keirunga Gardens is classified under the Public Garden category, and is identified in Appendix 63 of the Operative District Plan.

Location and Current Use

3.4       Keirunga Gardens was transferred to the Havelock North Borough Council in several tranches in the late 1950s and early 1960s:

·        George Nelson gifted around 7 hectares of the main Reserve in 1957; with the balance sold to the Havelock North Borough Council following George Nelson’s death in the early 1960s, for a sum that covered his death duties.  The 1957 Deed of Trust states the land is to be used for a “public park and recreation ground”.

·        Helen Swinburn and William Bell gifted the separate land parcel to the Havelock North Borough Council in the late 1950s.

3.5       Keirunga Gardens is located in Havelock North in a well-established residential area bordered by Tanner Street, Puflett Road and Kopanga Road.  Part of the Gardens western boundary is shared with Havelock North Cemetery.

3.6       Keirunga Gardens is a well-loved reserve, valued for its mature tree specimens, open space character and views.  It is extensively used by the community for a variety of informal recreational activities, dog walking (including the off-leash dog exercise area) and visiting the small children’s playground. 

3.7       Two areas of Keirunga Gardens are leased to community organisations.  Havelock North Live Steamers Incorporated operate Keirunga Park Railway, leasing the land around the station and track network.  Keirunga Park Railway operates two days a month, with extended weekend sessions twice a year. 

3.8       Keirunga Gardens Arts and Crafts Society Incorporated lease the two heritage buildings on the site, the Homestead and Cottage.  The Society operates The Creative Hub, comprising nine member groups of cultural and artistic purposes, from the heritage buildings and a third building owned by the Society.  The building owned by the Society is in the process of being rebuilt following a fire in 2016 which caused extensive damage.  This building contains a boutique theatre, rooms for member groups and public hire, and a commercial activity The Sewing Room.  A gallery is proposed in the last stage of building works, still to be funded and undertaken.  A Scarlet Gum tree protected in the Operative District is located to the east of the Homestead.

3.9       The landscape is undulating with a network of natural tracks throughout the Gardens.  Mature oak trees line the western boundary.  The elevated southern end provides views to Te Mata Peak and to the north and west.

3.10    The separate land parcel to the south is primarily a natural area and does not have formal access.

Resolution to Review Management Plan and Tree Management Plan

3.11    Following several tree failures, in 2018-2019 Council considered the future of the mature oak trees along the western boundary of the Gardens.  A Draft Tree Management Plan prepared by Council for the area was released for public consultation, resulting in strong community opposition, support for the retention of the oak trees and increased level of maintenance.  As a result, Council resolved on 30 May 2019 to review the 2009 Keirunga Gardens Reserve Management Plan and to formulate a Care Group for Keirunga Gardens to work with Council officers to prepare a Reserve Management Plan.

3.12    In addition Council, with the support of the new Keirunga Gardens Care Group, contracted Richie Hill, Paper Street Tree Company, to assess the trees in the woodland area, provide management recommendations for their ongoing maintenance and formulate a Tree Management Plan setting out recommendations for the approach to this area.  Implementation of these management recommendations has been ongoing throughout 2020, with the next arboricultural review due in January 2021.

4.0    Discussion – Te Matapakitanga

Reserves Act 1977 Process

4.1       As an administering body under the Reserves Act 1977 (the Act), Council is required to prepare Reserve Management Plans for the reserves under its management.  The Plans identify issues, objectives and policies for the use, development, management and protection of the reserves within the District.  Further, they seek to balance the protection of the natural resources on them, against the recreational needs of the community.

4.2       The Act requires a set process to be followed in the preparation of a Reserve Management Plan.  Council has adopted the following process based on these requirements.

 

·        Notification of intention to prepare Reserve Management Plan

·        Receive comments from public for inclusion in Draft Plan

·        Prepare Draft Plan

·        Workshop with Council to consider Draft Plan

·        Council adopts Draft Plan for consultation purposes

·        Public notification of Draft Plan (60 day submission process)

·        Hearing of submissions and make any required amendments

·        Obtain Minister of Conservation approval

·        Adopt Final Reserve Management Plan

·        Monitor and review Plan as required

Public Consultation

4.3       Council notified it intention to review the Keirunga Gardens Reserve Management Plan on 6 June 2020.  Extensive promotion of the review and public consultation was undertaken including two open days; a mail out to approximately 800 nearby property owners, occupiers and all submitters to the Draft Tree Management Plan; a social media campaign; My Voice My Choice online survey; requests to ECEs and schools in Havelock North to circulate the review on their social media channels; survey drops to retirement villages in Havelock North, Havelock North Library and Hastings Library; and posters on community noticeboards in Havelock North. 

4.4       A number of meetings were also held with stakeholders: Keirunga Gardens Arts and Crafts Society Incorporated; Havelock North Live Steamers Incorporated; Keirunga Gardens Care Group; and, on behalf of tangata whenua, Rose Mohi.  Presentations were made to Council’s Landmarks Advisory Group and Disability Reference Group.

4.5       Public consultation resulted in 204 pieces of feedback.  Overall, respondents stated their affection for the Gardens, and enjoyment of the variety of landscapes and amenities it offers.

4.6       Public consultation identified various areas of concern:

·        Lack of maintenance of the natural areas (trees, tracks and weed management);

·        Lack of maintenance of the heritage buildings and their gardens;

·        Size and utility of the playground;

·        Lack of general awareness of the Gardens and its amenities, and difficulty finding it;

·        Lack of information regarding the history of the Gardens and track network;

·        Difficulties in accessing key amenities in the Gardens for visitors with restricted mobility.

Preparation of the Draft Reserve Management Plan

4.7       A number of specialist inputs provided assistance in preparation of the Draft Reserve Management Plan, including: a Historian; Conservation Architects; Landscape Historian; Crime Prevention through Environmental Design specialist; Hawke’s Bay Regional Council ecologist; arboricultural specialist; landscape architects (playground and draft concept plan); roading engineer; track specialist; and stonemason.

4.8       In conjunction with preparation of the Draft Management Plan, a Conservation Plan has been commissioned for the heritage buildings and built landscape features within their curtilage.   The Conservation Plan, prepared by Matthews and Matthews Architects and currently in draft form, undertook an assessment of the value of the heritage buildings and built landscape features, a condition assessment, and recommends how the buildings and built landscape features should be restored, upgraded and maintained to enable greater use and enjoyment by the community.  The Conservation Plan includes planting recommendations based on research undertaken by a Landscape Historian.

4.9       A number of workshops and meetings were held with key specialists and stakeholders, to formulate the Draft Concept Plan.

Keirunga Gardens Draft Reserve Management Plan Overview

4.10    The overall approach of the Draft Reserve Management Plan is to activate and raise awareness of the Gardens, and attract more visitors, assisting them to visit key amenities and to stay longer.  Key proposals to achieve this include:

 

·    Enhancing the three entrances by relocating signs and upgrading street treatments, and providing additional parking at the northern end of the Gardens;

·    Restoration and upgrade of the heritage buildings and built landscape features, including extensive heritage stone walls, to provide for greater community use and enjoyment;

·    Extending the playground footprint and replacing play pieces to provide for a greater range of ages and abilities.  A picnic area, additional seating and construction of a new toilet block adjacent to the playground will provide additional amenities for visitors;

·    Upgrade of the carpark to optimise parking spaces and widening the main entrance to allow two-way traffic;

·    Closure of the existing exit road to provide a pedestrian entrance to the Gardens, increased access to the heritage area and assist with creation of a loop track which will enable most people, including some with restricted mobility, to make a circuit of the Gardens;

·    Construction of new paths and amenities in the grass area on the corner of Puflett Road/Tanner Street and around Keirunga Park Railway station.

4.11    Recommendations made by Richie Hill in the Tree Management Plan December 2019 will continue to be progressively implemented.  A review will be undertaken in January 2021 and the Draft Reserve Management Plan recommends further arboricultural reviews every three years.

Financial Implications

4.12    As a result of direction given at the Council workshop of 1 October, the following indicative budget identified in Table 1 below has been included in the 2021-31 Draft Long Term Plan for capital improvements at Keirunga Gardens for consideration in against other Council wide priorities.  

 

 


PROPOSED INDICATIVE 2021-31 LONG TERM PLAN BUDGET

Description

21/22

22/23

23/24

24/25

25/26

26/27

Tanner Street Enhancement

 

 

 

 

$45,000

 

Crabapple Walk Enhancement

 

 

$75,000

 

 

 

Irrigation/Water Supply System

$50,000

 

 

 

 

 

Heritage buildings restoration/upgrade*

 

 

 

 

*

*

Keirunga Park Railway Support

 

 

 

$25,000

 

 

Safety Improvements

$50,000

 

 

 

 

 

Lighting

 

 

 

 

$50,000

 

New Playground

 

 

 

$400,000

 

 

Toilet Block

 

 

 

$250,000

 

 

New Signage

$15,000

 

 

 

 

 

New Furniture

 

$10,000

$10,000

 

$30,000

 

Carpark Improvements

 

 

 

 

$70,000

 

New and Upgraded Path Network

$50,000

$50,000

$50,000

 

 

 

Landscape Restoration/Planting

$40,000

$40,000

$40,000

$40,000

$40,000

$40,000

TOTAL

$205,000

$100,000

$175,000

$715,000

$235,000

$40,000

Table 1: Long Term Plan Additional Items

*    Heritage buildings: Community fundraising / alternative sources will be sought to obtain funds for restoration of the heritage buildings and heritage built landscape features in their curtilage.

5.0    Options – Ngā Kōwhiringa

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

5.1       The recommended option is Option One: to adopt the Keirunga Gardens Draft Reserve Management Plan for public consultation purposes.

 

Advantages

·        Enable Council to continue the review of the 2009 Keirunga Gardens Reserve Management Plan, consistent with its resolution in May 2019 and community expectation.  

·        Ensure the ongoing maintenance and development of the Gardens in cohesive and integrated manner, providing best value for ratepayers’ funds over ten years.

Disadvantages

·        To deliver the key actions requested during public consultation and identified in the Action Plan will require expenditure over the ten year timeframe of the Management Plan.

·        While the process of preparing the Draft Management Plan has considered all public feedback, not all requests have been able to be actioned and there may be some adverse comment from members of the community.

Option Two – Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o nāianei

5.2       Option 2 would be to not adopt the Keirunga Gardens Draft Reserve Management Plan for public consultation, and either end the process of the preparation of the Reserve Management Plan.

Advantages

·        Option 2 would result in less capital expenditure required within the Gardens.

Disadvantages

·        Not adopting the Draft Plan for consultation purposes would be contrary to the resolution of Council in May 2019 to review the Keirunga Gardens Reserve Management Plan, risking significant adverse comment from the community.

6.0    Next steps – Te Anga Whakamua

6.1       If Option One is supported, the following process will be implemented by Officers:

 

(a)       Public notification of the Draft Keirunga Gardens Reserve Management Plan available for inspection and comment (60 days from date of notice) in HB Today and on My Voice My Choice

(b)       Personally advise all individuals and organisations who have been involved in the initial planning stages that the Draft Plan is available for inspection and comment

(c)       Copy of Draft Plan sent to Minister of Conservation

(d)       Draft Plans and submission forms made available in the Hastings Library and on the Council website

(e)       Given significant public interest in the Reserve and Management Plan process to date, it is proposed that the public consultation include two open days at the Gardens, including a presentation from the Conservation Architects and Landscape Historian on their research and findings regarding the heritage buildings and gardens. 

6.2       Officers intend to notify the availability of the Draft Plan on Saturday 17 October 2020, with the deadline for submissions on Friday 18 December 2020.  The hearing of submissions will be scheduled for the first quarter of 2021, followed by adoption and implementation of the Management Plan.

 

 

Attachments:

 

1

Keirunga Gardens-Reserve Management Plan

CG-16-2-00365

Under Separate Cover

 

 

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

The Council is required to give effect to the purpose of local government as set out in section 10 of the Local Government Act 2002. That purpose is to enable democratic local decision-making and action by (and on behalf of) communities, and to promote the social, economic, environmental, and cultural wellbeing of communities in the present and for the future.

Link to the Council’s Community Outcomes – Ngā Hononga ki Ngā Putanga ā-Hapori

This proposal promotes the social, cultural and environmental wellbeing of communities in the present and for the future.  It does this by providing an increased level of maintenance and care of the natural and built features of Keirunga Gardens, and by investing in and promoting its history and amenities to enable greater awareness and use by the community.

Māori Impact Statement - Te Tauākī Kaupapa Māori

Consultation has been undertaken with Rose Mohi, at the request of Marei Apatu, Te Taiwhenua o Heretaunga.  As a result, tangata whenua participation in development of interpretive signage for the Reserve is proposed to provide visitors with information regarding the tangata whenua history of the Reserve and surrounding land.  Increased signage in the Reserve is also proposed to deter mountain bikers accessing and damaging the natural areas of the Reserve.

 

A presentation to Heretaunga Takoto Noa Māori Standing Committee will be undertaken later in 2020.

Sustainability - Te Toitūtanga

An increased level of care of the natural areas within the Gardens will help ensure the sustainable management of these resources.

 

Consultation has been undertaken with Biodiversity Hawke’s Bay and Hawke’s Bay Regional Council.  As a result of their recommendations, revegetation of pockets of native plants are proposed within the Reserve, providing the opportunity to restore some of the natural heritage of the Gardens.  Additional planting of various exotic plants is also proposed, providing additional opportunities to increase biodiversity within the Gardens.

Financial considerations - Ngā Whakaarohanga Ahumoni

It is estimated that the cost of Public Consultation and a Council hearing is approximately $4,000 over the next five months which is included in current budgets for Reserve Management Plan preparation. The proposed capital expenditure included in the Action Plan of the Draft Management Plan is approximately $1.8million over 10 years.  Additional operating expenditure is also proposed, to increase the level of service for natural areas and the heritage area within the Gardens.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This report has been assessed under the Council's Significance and Engagement Policy as being of low significance and does not trigger Council’s significance policy.

 

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto / ā-waho

The Reserves Act 1977 sets out the process for public consultation in preparation of a Reserve Management Plan.  Public Consultation to seek recommendations for inclusion in the Draft Plan and stakeholder involvement in preparation of the Draft Plan, as required by the Reserves Act, have been outlined above. 

 

To meet the requirements of the Reserves Act in the next steps of the process, public consultation of the Keirunga Gardens Draft Management Plan will be for two months.  All people who provided feedback for consideration for the Draft Plan be notified of the opportunity to make a submission on the Draft Management Plan and to speak to that submission at a subsequent hearing.  Two open days at the Gardens are proposed during the Public Consultation period, as well as a social media campaign and My Voice My Choice channel.

Risks

 

REWARD – Te Utu

RISK – Te Tūraru

The development, management and protection of the Gardens will be carried out by Council in a planned manner, consistent with the wishes of the wider community.

 

Keirunga Gardens will attract more visitors, who are able to access key amenities within the Gardens and are encouraged to stay longer, increasing its profile and use.

 

Heritage features and the extensive natural areas will be restored, maintained and enhanced, providing greater enjoyment by visitors and protecting these assets.

 

The level of risk is considered to be low.

 

There is a small chance some members of the public may not agree with the proposals within the Draft Management Plan, as some contrasting opinions were received during the first phase of Public Consultation.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

It is considered that there are no specific implications to the Rural Community Board, given the urban location of Keirunga Gardens.

 

 


 

Thursday, 15 October 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Rachel Stuart, Public Spaces Planning Manager

Te Take:

Subject:

Former Cornwall Park Tea Kiosk

        

 

1.0    Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1       The purpose of this report is to obtain a resolution from Council on the future use of the former tea kiosk building at Cornwall Park, with the expiration of the current lease to Hawke’s Bay Playcentre Association in September 2020.

1.2       The future use of this building was considered during the preparation of the Cornwall Park Reserve Management Plan in 2019, with adopted Policy 5.3.9 requiring that Officers: ‘Investigate the feasibility, including financial implications of (a) building a purpose built playcentre adjacent to the existing building and the practicality of shared community use of the existing building; (b) relocation of Cornwall Park Playcentre to a new park location; and (c) the costs of restoring the building back to its original condition and upgrade for either community use or commercial use; and potential investment partners, sponsors and community funds to contribute; and report back to Council 6 months prior to the expiry of the extended lease on 10 September 2020’.

1.3       Options (a) and (b) reflected a Council desire to support the continuation of a playcentre facility in Hastings while acknowledging community requests, including from the Friends of Cornwall Park group of over 100 members for the building  to be made available to cater for a wider range of needs, interests, programmes and activities.  While both options would provide a practical alternative to allow the continuation of a Hastings playcentre, Playcentre Aotearoa have confirmed their inability to fund either option.   The options for consideration in this report are therefore either to renew the lease to Playcentre or restore the building and make it available for wider community use. 

1.4       This report concludes by recommending that Council resolve to enter into a new lease with Playcentre Aotearoa to continue to occupy the building for a further period of 3 years to expire on 30 November 2023.  It is recommended that this lease be subject to (a) changes to the available floor area and access to the building to enable Council to progress the construction of an accessible bathroom facility and accessible playground adjacent to the building; and (b) the inclusion of a lease condition to enable the Cornwall Park Playcentre to hire out the building to other community groups. 

1.5       This recommendation will enable the continued utilisation of the building until the funds allocated to the upgrade of the building become available in 2024. It will also provide time to the Cornwall Park Playcentre to plan their long term future and trial sharing the space with other groups to the benefit of the wider community.  This will also provide valuation information when designing the space in the coming years as a multi-use facility.

 

2.0    Recommendations – Ngā Tūtohunga

A)        That the Council receives the report titled Former Cornwall Park Tea Kiosk.

B)        That the Council resolve to delegate authority to the Chief Executive Officer to enter into a new lease with Playcentre Aotearoa to occupy the former tea kiosk building for a period of 3 years to expire on 30 November 2023 subject to:

i.    changes to the available floor area and access to the building to enable Council to progress the construction of an accessible bathroom facility and accessible playground adjacent to the building; and  

ii.   inclusion of a new lease condition to permit (and require) the leaseholder to sub-lease the building to other community groups on those days and times the building is not in use.

 

 

3.0    Background – Te Horopaki

3.1       The former tea kiosk building overlooking the cricket green in Cornwall Park was built for the purpose of a tea kiosk, rest room and community building in 1929 and designed by Hastings architect Harold Davies. 

3.2       The building was used as a tea kiosk up until 1970, when a fire destroyed the kitchen, and the lease was granted to the Hawke’s Bay Playcentre Association, and the building occupied by Cornwall Park Playcentre.  

3.3       The current lease to the Hawke’s Bay Playcentre Association Incorporated (now Playcentre Aotearoa) dated 10 September 2007 provided for a term of 12 years with no right of renewal.  The final expiry of the lease was 10 September 2019, which was extended for a further year as part of the Cornwall Park Reserve Management Plan hearings. 

3.4       The existing building has 128m2 of internal space, comprising playroom, office, kitchen, toilets and storeroom extension to the rear. The external verandah was closed in with external walls added in the 1980s to provide additional internal area for the playcentre. 

3.5       The building and land is owned by Council.  The current rental cost for exclusive rights to occupy the 128m2 building and an adjacent 350m2 area of open space is $600 per annum.  This fee aligns with charges adopted by Council in the Annual Plan that provides subsidised leases and licences of land and buildings for community activities and groups.  The playcentre is open four mornings per week, typically accommodating 17 children.

Draft Cornwall Park Management Plan

3.6       The future use of this Council owned building was considered during the preparation of the Draft Cornwall Park Management Plan in 2019.

3.7       The restoration and reintegration of this building into the park for wider community use, and to facilitate greater enjoyment of it, needed to be considered against the desire of the Playcentre to continue their lease and exclusive use, as Council would do at the expiration of any long term lease on its facilities.   A number of alternative uses were requested by the community during the consultation, including shelter, tearooms, accessible facilities and community meeting and event spaces.  

3.8       The Draft Cornwall Park Management Plan was adopted for public consultation purposes on 1 December 2019, with policies included that stated Council would consider alternative uses of the building to maximise public use, and work with Cornwall Park Playcentre to facilitate their potential relocation to an alternative site or building within the vicinity.

3.9       55 submissions were received to this Draft Plan that were heard by Council on 12 March 2019.  35 submissions were received relating to the provisions included in the Plan with regard to the former tea kiosk building and the lease to the playcentre.  Of these 28 were in support of the lease to playcentre being renewed; 6 (including 1 from the Friends of Cornwall Park group representing over 100 members) in support of alternative community uses of the building; and 1 requesting a one year lease extension to playcentre while discussions were held.   

Adopted Cornwall Park Reserve Management Plan

3.10    The Cornwall Park Reserve Management Plan was formally adopted by Council on 12 March 2019, with Council resolving to provide a one year extension to the Cornwall Park Playcentre lease, and during this time investigate alternative options.

3.11    Policy 5.3.9 requires that Officers:

‘Investigate the feasibility, including financial implications of (a) building a purpose built playcentre adjacent to the existing building and the practicality of shared community use of the existing building; (b) relocation of Cornwall Park Playcentre to a new park location; and (c) the costs of restoring the building back to its original condition and upgrade for either community use or commercial use; and potential investment partners, sponsors and community funds to contribute; and report back to Council 6 months prior to the expiry of the extended lease on 10 September 2020’.

4.0    Discussion – Te Matapakitanga

4.1       Officers have worked with an architect and representatives from Cornwall Park Playcentre and Playcentre Aotearoa to develop and investigate the feasibility of various options relating to the future use of the building in accordance with Policy 5.3.9 of the Cornwall Park Reserve Management Plan identified in Section 3.11 above.

Scenario (a) Purpose Built Playcentre Adjacent to Tea Kiosk

4.2       This scenario was identified to provide Cornwall Park Playcentre and Playcentre Aotearoa with the ability to construct a new purpose built playcentre adjacent to the existing building, allowing the existing building to be available for wider community use. 

4.3       A number of concepts were discussed with Playcentre Aotearoa and Cornwall Park Playcentre which would include a link between the two buildings, enabling Playcentre to access the kitchen, hall and bathroom of the existing building during their playcentre hours, to save money and to make optimal use of the limited space.  

4.4       While a layout could be agreed between parties, there are a number of complex practical issues associated with this option, most importantly funding.  An extension would cost in the vicinity of $300,000 that Playcentre Aotearoa are unable to fund within their current budgets.   Their limited property budget provides an average of $1600 per centre per annum for all property maintenance.

4.5       This option is therefore not achievable, and not supported by Playcentre Aotearoa.

Scenario (b) Relocation of Cornwall Park Playcentre to a new park location

4.6       Officers have identified the availability of Duke Street Reserve for Cornwall Park Playcentre to build a new facility on.  

4.7       Duke Street Reserve is 1.22ha area of open space, located 300m from the existing Playcentre facility.  There is an existing community facility on site (Scout Club), formed access and off street carparking.  This land is held in fee simple ownership in the name of Hastings District Council, and there is sufficient room to locate a new facility, together with the required outdoor play area.  This would have the advantage that a purpose built facility could be built, with off street parking and outdoor play area for exclusive use.

4.8       However, as with Scenario (a) above, there is no ability either within Playcentre Aotearoa or Cornwall Park Playcentre to fund this relocation and construction of new facility.

4.9       This option is therefore also not achievable, and not supported by Playcentre Aotearoa.

Scenario (c) Restore Building for Community or Commercial Use

4.10    Under this scenario, Council would resolve to not enter into a new lease with Cornwall Park Playcentre and instead make the building available for community use. 

Community Use

4.11    Community facilities are those spaces, buildings and amenities that support communities, groups, families and individuals to meet their social needs, make the most of the potential and achieve community wellbeing.  These facilities are an important tool to help the Council meet its strategic objectives and develop and support community life.  Facilities help bring people together, strengthen communities and provide a platform to deliver the activities and services that contribute to community wellbeing.

4.12    Community buildings and facilities provide spaces where members of the community can connect, socialise, learn and participate in a wide range of social, cultural, art and recreational activities.  These activities can foster improved lifestyles, relationships, and a sense of belonging and pride among the community.  This has been a direct result of relocating and renovating the Mackersey Family Pavilion in the Village Green adjacent to the new playground.  This pavilion is now booked on a regular basis for community activities, events, holiday programmes, cultural activities, crafts and hobbies programmes, and birthday parties and weekly by groups such as Age Concern and Run Walk Hawkes Bay.

4.13    There is a distinct lack of community facilities available within parks and reserves, and those available are highly sought after.  It is for this reason that Council typically seeks such facilities to be multi-use, designed to be flexible and cater for a wide range of needs, interests, programmes and activities, affordable and accessible and support community identity and sense of belonging.  

4.14    The former tea kiosk building is used by Cornwall Park Playcentre four mornings per week, typically accommodating 17 children.   Other than meetings organised by the Playcentre, the building and fenced outdoor playground is typically unoccupied all afternoon Monday – Friday and all weekend.   This is particularly noticeable to members of the community as this coincides with the busiest time for the adjoining playground. 

4.15    While Playcentre is extremely positive for those families who attend, the building (being closed all weekend and every afternoon) does not currently cater for a wide range of needs, interests, programmes or activities.

4.16    Internal alterations would be required to enable the building to be booked and used by community groups for meetings, small events, recreation or other group gatherings.   These works include new internal configuration to provide a large meeting room, new kitchen, bathroom and storage facility.  It is estimated that this work will cost in the vicinity of $200,000.  $200,000 is included in 2024/25 of the Long Term Plan for these works.

Commercial Use

4.17    The use of the building for commercial purposes, such as café or tearooms has been considered.  While technically and legislatively possible, Expressions of Interest would need to be sought to gauge commercial interest and viability.  This option would prevent community use, and the lack of onsite carparking is likely to be restrictive to commercial use.  Council allows mobile food and coffee vendors on site.

Disability Playground and Toilet

4.18    Stage 2 of the Cornwall Park premier playground includes development of the land in front of the tea kiosk building to provide 2-3 pieces of fully accessible playground equipment, including Liberty Swing replacement and wheelchair accessible carousel.    While research prior to the removal of the Liberty Swing identified that the community were comfortable with its relocation to Frimley Park, numerous requests have been received following the opening of the new playground for it to be returned to Cornwall Park as part of the accessible playground stage.  

4.19    Consultation with the Disability Reference Group during the preparation of the Reserve Management Plan also identified the need for an adequately equipped bathroom facility to meet the specific needs of adults and children with physical and mental disabilities or specific requirements. 

4.20    Such public facilities are starting to be located in public places in major cities throughout New Zealand.  The provisions of these bathroom facilities make sure nobody is excluded from participating in the community because of their special needs for changing and toileting.   The bathrooms provide facilities where people with multiple or complex disabilities can get changed in a safe, clean environment.  They have facilities for toileting, showering and changing, and equipped with electronically adjustable toilet and hand basin, and hoist and shower unit with for adults or children who might have more than one caregiver with them. 

4.21    Provision of such facilities enable people of all abilities to venture further from home for longer, use the park, and enjoy the day-to-day activities that many of us take for granted.   They use a secure access system for registered users only to ensure the room is only being used for its intended purpose.

4.22    In order for Council to progress the construction of the accessible playground and toilet facility, the side entrance to the tea kiosk will need to be relocated to the front; and the rear storage area demolished provide room for the accessible toilet.   There are sufficient funds included in the Long Term Plan to progress these scheduled facilities next financial year: $75,000 is included in this financial year and $280,000 in 2021/22.  

Funds

4.23    Funds are included in the Long Term Plan to progress the Accessible Bathroom and Stage 2 Accessible Playground next financial year ($355,000 in 2021/22), and upgrades to the tea kiosk building to enable community use in ($200,000 in 2024/25). 

5.0    Options – Ngā Kōwhiringa  

5.1       Following a number of meetings with Playcentre Aotearoa and Cornwall Park Playcentre, the following three options are presented for consideration.  Given the inability of Playcentre Aotearoa to fund either a new facility adjacent to the existing building or in an alternative park, these are not presented as options.      

1.      Enter into a new lease with Cornwall Park Playcentre to continue to exclusively occupy the building for a period of 3 years, expiring on 30 November 2023, subject to  (a) changes to the available floor area and access to the building to enable Council to progress the construction of an accessible bathroom facility and accessible playground; and  (b) the inclusion of a new lease condition to permit (and require) the leaseholder to sub-lease the building for other community groups on those days and times the building is not in use.

2:      Enter into a new lease with Cornwall Park Playcentre to continue to exclusively occupy the building for a period of up to 33 years; subject to  (a) changes to the available floor area and access to the building to enable Council to progress the construction of an accessible bathroom facility and accessible playground; and  (b) the inclusion of a new lease condition to permit (and require) the leaseholder to sub-lease the building for other community groups on those days and times the building is not in use.

3.      Do not enter into a new lease with Cornwall Park Playcentre and make the building available for community use immediately. 

 

5.2       Playcentre Aotearoa has provided written support of Options 1 and 2, with Option 2 their preference. The advantages and disadvantages of each option is discussed below.

 

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

5.3       The recommended option is Option One that would see Council enter into a new lease with Cornwall Park Playcentre to continue to exclusively occupy the building for a further period of 3 years on the condition that Council will (a) convert the existing rear extension to provide an accessible public bathroom facility; and (b) relocate the main entrance to the building to the front to enable the construction of the accessible playground.  

Advantages

·        Provide certainty to Cornwall Park Playcentre that they can continue to occupy the building for a further period of 3 years;

·        No immediate cost to Council to restore or upgrade the building to facilitate community use;

·        Ability to progress the provision of the accessible bathroom facilities and accessible playground to the wider community;

·        Ability for the building to continue to be occupied until the funds for the upgrade of the building are available in 2024; 

·        Ability for Cornwall Park Playcentre to trial sharing the facility with other community groups and optimal use and configuration of the space moving forward.

 

Disadvantages

·        Prevents wider community use of the building for the next 3 years

Option Two – Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o nāianei

5.4       Option Two is status quo, which would allow for Cornwall Park Playcentre to retain exclusive use of the building and outdoor play area for a further period of up to 33 years.   Adoption of this option would recognise the long association that the playcentre has with Cornwall Park, and consider that this is the best use of this facility for the community.

Advantages

·        Cornwall Park Playcentre will remain in the building with no disruption of service with confidence of a long term lease

·        No cost to Council to restore or upgrade the building to facilitate community use

Disadvantages

·        Prevents wider community use of the building for the foreseeable future

Option Three –

5.5       Adoption of Option Three would mean that (a) Cornwall Park Playcentre would vacate the building and outdoor play area at the expiration of their current lease in September 2020 (or agreed later date); and (b) the building would become available for general community use.

Advantages

·        Availability of an historic building in premier Hastings park for community use, events and functions;

·        Additional greenspace available for community use and functions;

·        Ability to provide necessary community facilities associated with the existing building including office for park guardian and accessible toilet facilities directly adjacent to new accessible playground.

Disadvantages

·        Cost associated with alterations required to facilitate community use;

·        Loss of long association of Cornwall Park Playcentre with Cornwall Park;

·        Requirement of Cornwall Park Playcentre to find alternative premises and/or funds to build a new purpose built facility.

6.0    Next Steps – Te Anga Whakamua

6.1       If Council endorses the Officer recommendation and adopts Option One , Officers will commence the following:

(a)       Enter into a new lease with Cornwall Park Playcentre to continue to occupy the building for three years (30 November 2023), with a condition to allow sub-leasing to approved community uses.

(b)       Commence planning, design and construction of Stage 2 Accessible Playground and Accessible Toilet Facility, including relocation of entrance and demolition of rear extension.

 

 

 

Attachments:

There are no attachments for this report.

 

 

 

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

The Council is required to give effect to the purpose of local government as set out in section 10 of the Local Government Act 2002. That purpose is to enable democratic local decision-making and action by (and on behalf of) communities, and to promote the social, economic, environmental, and cultural wellbeing of communities in the present and for the future.

 

This proposal promotes the social well-being of communities in the present and future.  It does this by providing local infrastructure and recreation facilities which connects communities and maintains places and spaces for recreation to ensure the wellbeing of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

Cornwall Park and Cornwall Park Playcentre is available for use by all members of the community.

Sustainability - Te Toitūtanga

The extension of the lease will enable the continued use of the building until Council has secured the funds required to make the building fit for wider community use.  When this work is complete, it will enable more extensive use of the building to sustainably utilise resources and precious community space.

Financial considerations - Ngā Whakaarohanga Ahumoni

The financial requirements for actions recommended in this report are budgeted for.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This report has been assessed under the Council's Significance and Engagement Policy as being of low significance and does not trigger Council’s significance policy as no additional funding is sought.

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto / ā-waho

Extensive consultation on the Cornwall Park Reserve Management Plan was undertaken with the community, with specific reference to consideration of the future use of the former tea kiosk. 

Public notice was given on 14 July 2018 under Section 41 of the Reserves Act 1977 of Council’s intention to review the 2009 Cornwall Park Reserve Management Plan, along with an invitation to send written comments and attend an Open Day at the Park on 29 July 2018.  A letter was also sent to all neighbouring residents within 400m of the park, inviting their comments, and a link to a Community User Survey was publicised in the letter, on the public notice and on the Council website and Facebook page.  The closing date for written submissions was 3 August 2018.   The survey process generated over 130 responses.

Two workshops were held with Councillors on 7 August and 8 November 2018, with all feedback incorporated into the Draft Plan.   The Draft Plan was adopted by the Works and Services Committee for consultation purposes on 20 November 2018. 

Public Notice was given under Section 41 of the Reserves Act 1977 of the availability of the Draft Cornwall Park Management Plan for public feedback on 1 December 2018, with a closing date of submissions of 15 January 2019.  A Public Open Day was also held at the park on 8 December where officers were available with copies of the proposed plans, and to answer any questions.

55 submissions were received, that were heard by Council on 12 March 2019.

6 submissions (including one from the Friends of Cornwall Park) were received supporting the intention to restore the former tea kiosk to be made available for community use, or a café at the expiration of the lease with Cornwall Park playcentre.   28 submissions were received requesting the renewal of the lease of the former tea kiosk building to the Cornwall Park playcentre.

 

Risks

 

REWARD – Te Utu

RISK – Te Tūraru

Adoption of Option One will provide certainty to Cornwall Park Playcentre of an additional term of lease; while signalling a future intention to make the building available to the wider community in the future when funding allows.  

 

The level of risk is considered to be low.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

It is considered that there are no specific implications to the Rural Community Board, given the urban location of Cornwall Park.

 

 


 

Thursday, 15 October 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Vicki Rusbatch, Democracy and Governance Advisor

Te Take:

Subject:

Recommendations from the Rural Community Board Meeting held 7 September 2020

        

 

 

1.0      PURPOSE AND SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA

1.1       The purpose of this report is to advise that the recommendations of the Rural Community Board Meeting held on 7 September 2020, outlined below, require Council approval:

Provision of Security Cameras in Rural Locations

A)        That the Board considers the additional cost involved in installing the CCTV camera in Taihape Road.

B)        That the Board recommends to Council that the installation of a CCTV system on Taihape Road, and close to Matapiro Road is to proceed and that the additional cost in providing the CCTV system being funded is met by the Rating Area 2 2019/20 surplus.

C)        That a system for measuring success is developed.

D)        That if this Rural Security Camera trial proves successful, a more permanent and appropriate funding regime for the installation of any further CCTV cameras is to be explored by the Board through the Long Term Plan and in consultation with the community.

Waipatiki Permanent Recycling Facility Request

That the Board recommend that the Council approve the establishment of a rural recycling facility at Waipatiki for a 12 month trial period. The success of the trial will be measured on participation, contamination and illegal dumping at the site.

 

2.0      RECOMMENDATIONS - NGĀ TŪTOHUNGA

A)        That the Council receives the report titled Recommendations from the Rural Community Board Meeting held 7 September 2020.

B)        That the Council approve the recommendations of the Rural Community Board meeting held on 7 September 2020:

i.    Provision of Security Cameras in Rural Locations

A)        That the Council has noted the additional cost involved in installing the CCTV camera in Taihape Road.

B)        That the Council approve the installation of a CCTV system on Taihape Road, and close to Matapiro Road is to proceed and that the additional cost in providing the CCTV system being funded is met by the Rating Area 2 2019/20 surplus.

C)        That a system for measuring success is developed.

D)        That if this Rural Security Camera trial proves successful, a more permanent and appropriate funding regime for the installation of any further CCTV cameras is to be explored by the Board through the Long Term Plan and in consultation with the community.

ii.   Waipatiki Permanent Recycling Facility Request

                         That the Council approve the establishment of a rural recycling facility at Waipatiki for a 12 month trial period. The success of the trial will be measured on participation, contamination and illegal dumping at the site.

 

 

 

 

Attachments:

There are no attachments for this report.

 

 

 


 

Thursday, 15 October 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Jackie Evans, Manager: Democracy and Governance

Te Take:

Subject:

Schedule of Council Meetings

        

 

 

1.0      PURPOSE AND SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA

1.1       The purpose of this report is to:

·        obtain a decision from the Council on the proposed schedule of Council and Committee meetings for 2021 and recommends the adoption of the schedule appended to this report (Attachment 1); and

·        agree to the holding of an Extraordinary Council meeting at 3.30pm on Tuesday 10 November 2020 to adopt the Annual Report which should have been adopted at this meeting but has been delayed by Audit New Zealand’s workload pressures as a result of the COVIC 19 pandemic.

1.2       Although staff attempt to meet the needs of the Council it is inevitable that the schedule will need to be amended from time to time and these amendments will be notified to elected members as they arise.

1.3       While the schedule serves to give elected members notice of the upcoming meetings there is still a requirement under the Local Government Official Information and Meetings Act 1987 for the public to be advised on a regular basis of the meetings scheduled for the next month.

1.4       The schedule includes the meetings of all committees not only so that members can plan ahead, but also to ensure that meetings days are in fact available and not later taken up by other meetings. Where scheduled meetings are not required cancellations will be advised to members as early as possible.

1.5       Under the Local Government Act 2002 the power to adopt the Annual Plan cannot be delegated. Due to Covid 19 and Audit New Zealand’s workload it has not been possible to sign off and adopt the Annual report at this Council meeting as scheduled. The earliest opportunity to do is at an extraordinary meeting of Council to be held on 10 November at 3.30 pm immediately following Operations and Monitoring Committee and Council approval is sought to approve the inclusion of this meeting in the 2020 schedule.

 

2.0      RECOMMENDATIONS - NGĀ TŪTOHUNGA

A)        That the Council receives the report titled Schedule of Council Meetings.

B)        That an extraordinary meeting of Council be held on 10 November at 3.30 pm to adopt the Annual Report.

C)        That the Council adopt the schedule of meetings for 2021 appended at Attachment 1.

 

 

Attachments:

 

1

2021 Schedule of Meetings for Standing Committees and Subcommittees

CG-16-2-00363

 

 

 

 

 


Item 10    Schedule of Council Meetings

2021 Schedule of Meetings for Standing Committees and Subcommittees

Attachment 1

 

PDF Creator


 

 

          


 

HASTINGS DISTRICT COUNCIL

 

Council MEETING

 

Thursday, 15 October 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:

 

14        Museum Storage

15        HDC Landholdings and Crown Funding Agreement

16        Appointment of Independent Member to the Risk and Assurance Committee

17        Review of the Chief Executive's Performance Delivery for 2019/20

 

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

 

 

 

 

14         Museum Storage

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.

To protect Council's ability to negotiate terms.

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.

15         HDC Landholdings and Crown Funding Agreement

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 undertake negotiations.

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.

16         Appointment of Independent Member to the Risk and Assurance Committee

Section 7 (2) (a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

To protect the privacy of the individuals being recommended for appointment.

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.

17         Review of the Chief Executive's Performance Delivery for 2019/20

Section 7 (2) (a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

To protect the privacy of the incumbent.

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.