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
Tenders Subcommittee MEETING
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Meeting Date:
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Thursday,
3 October 2019
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Time:
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9.00am
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Venue:
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Landmarks
Room
Ground Floor
Civic
Administration Building
Lyndon Road
East
Hastings
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Subcommittee
Members
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Chair: Councillor
Travers
Ex Officio: Mayor Hazlehurst
Councillors Lawson, Nixon, Redstone and
Watkins (Deputy Chair)
Chief Executive (Mr Nigel Bickle)
Group Manager: Asset Management (Mr Craig
Thew)
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Officer
Responsible
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Group Manager: Economic Growth &
Organisation Improvement – (Mr Craig Cameron
(Quorum = 4)
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Committee
Secretary
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Christine Hilton (Extn 5633)
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A Subcommittee of
the Works and Services Committee
Fields of
Activity
The Tenders Subcommittee is responsible for 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 or for which funds are allocated to the Council
by the Provincial Growth Fund (and related parties).
Membership
Chairman appointed
by the Council
4 members
appointed by the Council
Chief Executive
Group Manager:
Asset Management
For the avoidance
of doubt the references in this delegation to the ‘Chief Executive’
and ‘Group Manager: Asset Management’ extends to include any
persons from time to time appointed in writing to those roles in an acting
capacity.
Quorum – Any four members.
Delegated
Powers
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
Responsibility to provide oversight and direction on tendering
processes in general and/or specific issues relating to a particular project
The Committee
reports to the Works and Services Committee
HASTINGS DISTRICT COUNCIL
extraordinary Tenders
Subcommittee MEETING
Thursday, 3 October 2019
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VENUE:
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Landmarks Room
Ground Floor
Civic Administration Building
Lyndon Road East
Hastings
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TIME:
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9.00am
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A G E N D A
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1. Apologies
An apology from Councillor Lawson
has 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
Minutes of the
Tenders Subcommittee Meeting held Thursday 24 April 2019, including minutes
while the Public were excluded.
(Previously circulated)
4. Additional
Business Items
5. Extraordinary
Business Items
6. Recommendation
to Exclude the Public from Item 7 5
7. Procurement of the
Eastside Master Plan
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TRIM File No. CG-14-17-00288
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HASTINGS DISTRICT COUNCIL
Tenders Subcommittee MEETING
Thursday, 3 October 2019
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. Procurement
of the Eastside Master Plan
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:
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GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED
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REASON FOR PASSING THIS RESOLUTION IN RELATION TO
EACH MATTER, AND
PARTICULAR INTERESTS PROTECTED
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GROUND(S) UNDER SECTION 48(1) FOR THE PASSING OF EACH
RESOLUTION
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7. Procurement
of the Eastside Master Plan
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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 allow Council
to complete final contract negotiations with the preferred tenderer.
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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.
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