Minutes of Council Meeting

CG-14-1-00411 1

HASTINGS DISTRICT COUNCIL

MINUTES OF A MEETING OF THE COUNCIL

HELD IN THE Council Chamber, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON

Thursday, 31 August 2017 AT 1.00pm

Present: Acting Mayor Hazlehurst (Chair)

Councillors Barber, Dixon, Harvey, Kerr, Lyons, Nixon, O’Keefe, Pierce, Redstone and Travers

IN ATTENDANCE: Chief Executive (Mr R McLeod)

Group Manager: Asset Management (Mr C Thew)

Group Manager: Planning and Regulatory Services (Mr J O’Shaughnessy)

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

Group Manager: Human Resources (Mrs B Bayliss)

Chief Financial Officer (Mr B Allan)

Group Manager: Community Facilities & Programmes (Mrs A Banks)

Information Services Manager (Mr A Smith)

Manager Strategic Finance (Mr B Chamberlain)

Project Manager (Ms P Murdoch)

Strategic Projects Manager (Mr R Oosterkamp)

Economic Development Manager (Mr L Neville)

Environmental Planner (Policy) (Mr J Tuakana)

Transportation Development Engineer (Mr S Kuruwita)

Health and Safety Advisor (Ms J Kuzman)

Executive Advisor/Manager: Office of the Chief Executive (Mr M Maguire)

Democratic Support Manager (Mrs J Evans)

Committee Secretary (Mrs C Hunt)

AS REQUIRED: Ryan Powell and Heather Agnew, New Zealand Post

1. Prayer

The opening prayer was given by Councillor O’Keefe.

2. Apologies

Acting Mayor Hazlehurst/Councillor Kerr

That an apology for lateness from Councillor Heaps be accepted.

CARRIED

Leave of Absence had previously been granted to Councillor Watkins.

3. Conflicts of Interest

There were no declarations of conflicts of interest.

4. Confirmation of Minutes

Councillor Dixon/Councillor Barber

That the minutes of the Council Meeting held Thursday 13 July 2017, including the minutes while the public were excluded be confirmed as a true and correct record and be adopted.

CARRIED

Section 17A Review: Social & Youth Development

(Document 17/751)

Officers spoke to their respective reports in relation to the various Section 17A reports on the agenda and responded to questions.

A powerpoint presentation relating to Items 5, 10 and 11 (ADM-01-04-6-17-626) was displayed and addressed.

Councillor Lyons/Councillor Redstone

A) That the report of the Project Manager titled “Section 17A Review: Social & Youth Development” dated 31/08/2017 be received.

B) That the Council is satisfied that subject to some minor operational changes, the current model of governance, funding and service delivery of Social & Youth Development is the most cost effective and efficient option.

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 local public services in a way that is most cost effective for households and business by:

i) Putting people at the centre of planning and service

ii) Assisting people in need

iii) Assisting youth in education, skill development and jobs

iv) Assisting people to be safe from crime

v) Building a resilient and job rich local economy

CARRIED

With the agreement of the meeting Items 10 and 11 were taken out of order.

10.

Section 17A review: Hastings City Art Gallery

(Document 17/476)

Councillor Dixon/Councillor Lyons

A) That the report of the Project Manager titled “Section 17A review: Hastings City Art Gallery” dated 31/08/2017 be received.

B) That the Council is satisfied that subject to some minor operational changes, the governance, funding and service delivery of the Hastings City Art Gallery by the Council is the most cost effective and efficient option.

C) That the Council considers including adequate appropriate capital provision in the upcoming Long Term Plan for the appropriate humidity controls to be installed to ensure that the HCAG can successfully stage exhibitions of national and international significance.

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 public services in a way that is most cost effective for households and business by:

i) Providing contemporary art exhibitions and installations and an accompanying public programme for the artistic and cultural enjoyment and development of the local community.

CARRIED

11.

Section 17A review: Libraries

(Document 17/772)

Councillor Lyons/Councillor Barber

A) That the report of the Project Manager titled “Section 17A review: Libraries” dated 31/08/2017 be received.

B) That the Council is satisfied that current model of governance, funding and service delivery of the Hastings District Libraries by the Council is the most cost effective and efficient option.

i) Providing centres for lifelong learning and recreation with each library being be a focal point for its own community.

CARRIED

The remaining Agenda Items were then addressed.

Section 17A Review - Customer Services

(Document 17/757)

Councillor Lyons/Councillor Kerr

A) That the report of the Quality Assurance and Business Services Manager titled “Section 17A Review - Customer Services” dated 31/08/2017 be received.

B) That the Council is satisfied that subject to some minor operational changes, the governance, funding and service delivery of Customer Services by the Council is the most cost effective and efficient option.

i) Confirming the governance, funding and delivery method for Council customer service are appropriate.

CARRIED

Section 17A - Review of Economic Development

(Document 17/711)

Councillor Harvey/Councillor Dixon

A) That the report of the Strategic Projects Manager titled “Section 17A - Review of Economic Development ” dated 31/08/2017 be received.

B) That the Council is satisfied that subject to some minor operational changes, the governance, funding and service delivery of the Economic Development Service by the Council is the most cost effective and efficient option at the current time.

C) That officers monitor the development of the Matariki Regional Economic Development Strategy (REDS) implementation model, including its work in social inclusion and report back to Council as appropriate on whether further changes to the Council’s current arrangements are desirable based on progress with Matariki REDS.

With the reasons for this decision being that the objective of the decision will contribute to meeting the current and future needs of communities in a way that is most cost-effective for households and business by:

i) Providing cost effective Economic Development services to the Hastings District.

CARRIED

Section 17A - Information Services

(Document 17/758)

Councillor Lyons/Councillor Travers

A) That the report of the Chief Information Officer titled “Section 17a Review Of Information Services” dated 31/08/2017 be received.

B) That the Council is satisfied that subject to the change programme currently being implemented in Information Services, the current in-house model, governance, funding, and service delivery of Information Services by Council is deemed the most cost effective and efficient option.

C) That this decision will contribute to meeting the current and future needs of our communities for local public services in a way that is most cost effective.

CARRIED

Section 17A - Marketing and Communications

(Document 17/759)

Councillor Harvey/Councillor Redstone

A) That the report of the Economic Development Manager titled “Section 17A - Marketing and Communications” dated 31/08/2017 be received.

B) That the Council is satisfied that subject to some minor operational changes and completion of the review of i-Site services, the governance, funding and service delivery of Marketing, Communications, Events and i-Sites by Council is the most cost effective and efficient option.

CARRIED

12.

Section 17a Review Wrap-up

(Document 17/795)

Councillor Kerr/Councillor Lyons

A) That the report of the Chief Financial Officer titled “Section 17a Review Wrap-up” dated 31/08/2017 be received.

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, local public services and performance of regulatory functions in a way that is most cost-effective for households and business by:

i) conducting thorough reviews of Council’s activities as defined by the requirements of Section 17a of the Local Government Act 2002.

CARRIED

13.

Sharing Footpaths for New Zealand Post

(Document 17/659)

The Transportation Development Engineer, Mr Kuruwita displayed a powerpoint presentation (TR-8-17-9194) providing an overview of allowing New Zealand Post electric vehicles to share the footpaths on specific roads in Flaxmere, Hastings and Havelock North. Representatives from New Zealand Post were present at the meeting and responded to questions.

Circulated at the meeting were Plans A and B (CG-14-1-00412) of exclusion zones in Hastings and Havelock North.

Councillor Kerr/Councillor Nixon

A) That the report of the Transportation Development Engineer titled “Sharing Footpaths for New Zealand Post” dated 31/08/2017 be received.

B) That approval be given to NZ Post to deploy the Lloyds Paxster vehicles on footpaths for mail delivery purposes in an operational trial period of three years with six monthly reviews.

C) That approval be given to NZ Post to deploy the Lloyd Paxster vehicles on the footpaths of the roads in Flaxmere, Hastings and Havelock North except for those defined in Plans A and B (CG-14-1-00412) and the shared paths in the NZ Post application.

D) This approval is subject to only vehicles covered by the New Zealand Transport Agency exception MCG.25306081 of 5 July 2016 and operated in accordance with that exception noted.

E) This approval is subject to vehicles being operative at all times in accordance with the Integrated Delivery Health and Safety Risk Assessment and Management Plan (June 2016) submitted with the application.

F) That the Group Manager Asset Management be authorised to approve changes from the six monthly reviews during the three year Operational Trial period.

With the reasons for this decision being that the objective of the decision will contribute to meeting the current and future needs of communities by:

i) Assisting Council’s objective of planning for more compact communities.

ii) A faster and efficient delivery of mail would help to bind communities together.

CARRIED

14.

Easter Sunday Shop Trading Policy

(Document 17/578)

Councillor Redstone/Councillor Travers

A) That the report of the Environmental Planner (Policy) titled “Easter Sunday Shop Trading Policy” dated 31/08/2017 be received.

B) That the Council adopt Option 1 that no further action be taken with respect to an Easter Sunday Trading Policy and the community be advised of the decision.

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 performance of regulatory functions in a way that is most cost-effective for households and business.

CARRIED

Horse of the Year (Hawke’s Bay) Limited Director Appointment

(Document 17/598)

Councillor Kerr/Councillor Harvey

A) That the report of the Chief Financial Officer titled “Horse of the Year (Hawke’s Bay) Limited Director Appointment” dated 31/08/2017 be received.

B) That a Horse of the Year (Hawke’s Bay) Limited Appointments Panel be convened to work with the Horse of the Year (Hawke’s Bay) Limited Board to understand skill gaps on the current Board and that the panel comprise of:

a) Chair of Finance and Monitoring Committee (Chair)

b) Chief Financial Officer

c) A person independent of the Hastings District Council, with suitable experience to be determined by the Chief Executive.

C) That the Horse of the Year (Hawke’s Bay) Limited Appointments Panel report back to Council by the end of October 2017 with recommendations.

D) That the Terms of Reference (CG-14-1-00409) for the Horse of the Year (Hawke’s Bay) Limited Appointments Panel, as amended, be adopted.

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 local public services in a way that is most cost-effective for households and business by:

i) supporting and attracting business, building a resilient job rich district while also contributing to an appealing visitor destination.

CARRIED

16.

Health & Safety Annual Report

(Document 17/617)

Councillor Lyons/Councillor Dixon

A) That the report of the Health and Safety Advisor titled “Health & Safety Annual Report” dated 31/08/2017 be received.

CARRIED

17.

Representation Review 2018

(Document 17/823)

The Executive Advisor/Manager: Office of the Chief Executive, Mr Maguire displayed a powerpoint presentation (CG-14-1-00414) providing an overview of the process and general timeframe for a review of representation.

Acting Mayor Hazlehurst/Councillor Nixon

A) That the report of The Electoral Officer titled “Representation Review 2018” dated 31/08/2017 be received.

B) That a workshop be held with Councillors on 19 September 2017 to consider the process for a representation review and to discuss what form the consideration and the development of its proposal will take.

CARRIED

18.

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

(Document 17/779)

Councillor Nixon/Councillor Lyons

A) That the report of the Democratic Support Manager titled “Requests Received under the Local Government Official Information and Meetings Act (LGOIMA) Monthly Update” dated 31/08/2017 be received.

B) That the LGOIMA requests received in July 2017 as set out in Attachment 1 (CG-14-1-00406) of the report in (A) above be noted.

CARRIED

19.

Summary of Recommendations of the Omaranui Refuse Landfill Joint Committee meeting held 28 July 2017

(Document 17/750)

Councillor Lyons/Councillor Kerr

A) That the report of the Waste and Data Services Manager titled “Summary of Recommendations of the Omaranui Refuse Landfill Joint Committee meeting held 28 July 2017 ” be received.

B) The following recommendations of the Omarunui Refuse Landfill Joint Committee meeting held 28 July 2017 be ratified:

“5. ANNUAL REVIEW OF HEDGING STRATEGY FOR LANDFILL CARBON EMISSIONS.

A) That the report of the Management Accountant titled “Annual Review of Hedging Strategy for Landfill Carbon Emissions” dated 28/07/2017 be received.

B) That the Landfill Committee approve the purchase of NZU’s for any potential shortfall arising from higher than expected tonnages for 2017 and 2018 calendar year on the spot market and the Chief Executive (Hastings District Council) be authorised to approve the nature, timing and size of any purchase.

C) That the Landfill Committee approve the forward purchase contract for 105,910 New Zealand Units currently estimated at around $1,943,448.50 to fix the price of NZUs for the calendar year 2019 and that the Chief Executive (Hastings District Council) be authorised to approve the nature of the contract and to execute the necessary contracts.

D) That it be noted that the actual cost of the extension of the forward purchase contract can only be firmly established when the order is placed in the market.

E) That the hedging strategy be reviewed annually”.

CARRIED

20.

Summary of Recommendations of the Joint Council Waste Futures Project Steering Committee meeting held on 2 August 2017

(Document 17/777)

Councillor Redstone/Councillor Travers

A) That the report of the Waste Minimisation Officer titled “Summary of Recommendations of the Joint Council Waste Futures Project Steering Committee meeting held on 2 August 2017” be received.

B) That the following recommendations of the Joint Council Waste Futures Project Steering Committee meeting held 2 August 2017 be ratified:

“4. Waste Management And Minimisation Plan Progress Report

A) That the report of the Waste Minimisation Officer titled “Waste Management and Minimisation Plan Progress Report” dated 2/08/2017 be received.

B) That, in principal the existing Waste Futures targets below be included in the new draft Waste Management and Minimisation Plan:

• food and garden organics collection with 30% capture across full domestic waste stream.

• kerbside recycling collection optimised - 20% increase in capture of paper, card, plastics and glass.

• refuse transfer stations and recycling drop off facilities optimised - 20% increase in capture of paper, card, plastics, glass, metals and organics.

C) That further work be undertaken to refine these targets so that they are timebound and measurable”.

CARRIED

21.

Summary of Recommendations of the HDC: Maori Joint Committee meeting held 16 August 2017

(Document 17/840)

Councillor Travers/Councillor Lyons

A) That the report of the Strategic Advisor Culture and Heritage titled “Summary of Recommendations of the HDC: Maori Joint Committee meeting held 16 August 2017” be received.

B) The following recommendation of the HDC - Māori Joint Committee meeting held 16 August 2017 be ratified:

“6. REVIEW OF MAORI PARTICIPATION IN COUNCIL DECISION MAKING

A) That the report of the Strategic Advisor Culture and Heritage titled “Review of Māori Participation in Council Decision Making” dated 16/08/2017 be received with amendments made to correct Paragraph 3.8 as follows:

Ngāti Kahungunu Iwi Incorporated [NKII]

NKII was established in 1988, under the Runanga a Iwi Bill ~~following the settlement of fisheries claims~~. The constituency of NKII is population based through registration: yet the beneficiaries have whakapapa in common. NKII and Council have a working relationship on projects, events and specific tasks – including partnership in the HB Museums Trust related to the collection of taonga. Further working relationships are emerging in relation to guardianship responsibilities in areas such as water.

B) That Council and the HDC: Māori Joint Committee will take part in workshop on the matter to be held on Thursday 21 September at 1.00pm

7. MAORI RESPONSIVENESS FRAMEWORK

A) That the report of the Strategy Manager titled “Māori Responsiveness Framework” dated 16/08/2017 be received.

B) That further development of the Maori Responsiveness Framework and Long Term Plan (LTP) be considered at the joint Council workshop to be held on Thursday, 21 September 2017 and further considered at the HDC: Maori Joint Committee meeting on 6 December 2017.

C) That the following issues; Te Mana Whakahono o Rohe/Iwi Participation Mechanisms, matters arising from the Marine and Coastal Area (Takutai Moana) Act 2011 and the Review of the Maori Participation in Council decision making be added to the Maori Responsiveness Framework as appropriate.

With the reasons for this decision being that the objective of the decision will contribute to effective local decision making and action by, and on behalf of communities.

8. MARAE DEVELOPMENT FUND GRANTS

A) That the report of the Strategic Advisor Culture and Heritage titled “Marae Development Fund Grants” dated 16/08/2017 be received.

B) That the following grants from the Marae Development Fund 2017/2018 be made:

i) That the Waimarama Marae be approved funding of $16,400 to complete a pae pae shelter and adjoining toilet units at the Waimarama Marae.

ii) That the Kahuranaki Marae be approved funding of $36,600 to remedy unsafe and dangerous waste water infrastructure at the Kahuranaki Marae.

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).

11. EXTRAORDINARY BUSINESS ITEM

Naming of the New Arterial Link in Whakatu

A) That the report of the titled “Naming of the New Arterial Link in Whakatu” dated 16/08/2017 be received.

B) That consultation on the name Ahikā be conducted as advised by and with Ngati Kahungunu Incorporated before 28 September 2017.

C) That Council approve the name that is supported by consultation for the new arterial link Whakatu at its meeting on 28 September 2017.

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:

• Working in a mutually appropriate way with mana whenua.

CARRIED

22.

Updated 2017 Meeting Schedule Changes

(Document 17/723)

Acting Mayor Hazlehurst/Councillor Dixon

A) That the report of the Democratic Support Manager titled “Updated 2017 Meeting Schedule Changes” dated 31/08/2017 be received.

B) That the 2017 Meeting Schedule be amended as follows:-

Committee	Date	Time	Venue
Te Mata Park Trust Board Appointments Committee	Friday, 8 September 2017	12.30pm	Landmarks Room
Omarunui Refuse Landfill Joint Committee	Friday, 24 November 2017 *(Rescheduled from Friday, 8 December 2017)*	1.00pm	Council Chamber
Hawke’s Bay Crematorium Committee	Monday, 13 November 2017 *(Rescheduled from Friday, 15 September 2017)*	10.30am	Landmarks Room

CARRIED

23. Additional Business Items

There were no additional business items.

24. Extraordinary Business Items

There were no extraordinary business items.

25.

Recommendation to Exclude the Public from Item 26

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

Acting Mayor Hazlehurst/Councillor Dixon

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

26. Section 17A - Parks and Property

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

26. Section 17A - Parks and Property

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 Council to negotiate with the parties involved.

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.

And that Mr Craig Waterhouse be permitted to remain in the meeting after the public have been excluded because his knowledge of the matter under consideration is essential to assisting the Council towards a decision.

CARRIED

________________________

The meeting closed at 3.10pm

Confirmed:

Chairman:

Date:

Hastings District Council

Lyndon Road East, Hastings 4156