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Monday, 13 December 2021 |
Te Hui o Te Kaunihera ā-Rohe o Heretaunga
Hastings District Council
Civic and Administration Subcommittee Meeting
Kaupapataka
Agenda
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Te Rā Hui: |
Monday, 13 December 2021 |
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Te Wā: |
3.00pm |
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Te Wāhi: |
Council Chamber Ground Floor Civic Administration Building Lyndon Road East Hastings |
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Te Hoapā: |
Democracy and Governance Services P: 06 871 5000 | E: democracy@hdc.govt.nz |
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Te Āpiha Matua: |
General Counsel - Scott Smith |
A Subcommittee of the Operations and Monitoring Committee.
Fields of Activity
The Civic and Administration Subcommittee is responsible for making delegated decisions and advising the Operations and Monitoring Committee by;
· Assisting Council in the allocation of Community Grants by;
- Reviewing applications for Community Grants.
- Setting appropriate performance measures to assist in the measurement of delivery of activities funded from Grants.
- Allocation of grant funding within the budget allocation.
· Assisting Council in its general overview of procurement and tender activity by accepting tenders which exceed the Chief Executive’s delegated authority to approve, for projects previously approved by Council or a Standing Committee within the delegated authority.
· Assisting Council by reviewing and considering submissions and deciding applications for temporary closure of roads.
· Recommending to Council the appointment of trustees to Te Mata Park Trust Board.
· Recommending to Council the appointment of directors to Hastings District Holdings Limited.
· Recommending to Council the appointment of List Members to the District Licencing Committee.
Assisting Council by reviewing, considering nominations and recommending recipients of Civic Awards.
Membership
· 8 Councillors.
· 1 Heretaunga Takoto Noa: Māori Standing Committee Member appointed by Council.
· 2 Youth Council Members appointed by Council (non-voting).
· The Group Manager: Planning and Regulatory Services to be a member only when the Subcommittee is recommending the appointment of List Members to The Hastings District Licencing Committee.
· The Chief Executive to be a member only when the Committee is making a decision on tendering and procurement matters.
· The Group Manager: Asset Management to be a member only when the Subcommittee is making a decision on tendering and procurement matters.
· The Transportation Manager to be a member only when the Committee is making a decision on applications for temporary closure of roads.
· The Environmental Consents Manager to be a member only when the Committee is making a decision on applications for temporary closure of roads.
· The Chair of the Te Mata Park Trust Board to be a member only when the Committee is making a decision on appointments to the Te Mata Park Trust Board.
· The Group Manager: Corporate to be a member only when the Committee is making a decision on appointments to the boards of any Council Controlled Organisations.
· Chair appointed by Council.
· Deputy Chair appointed by Council.
Quorum - a minimum of 3 members
Delegated Powers
1) Authority to exercise all Council’s powers, functions and authorities (except where prohibited by law or otherwise delegated) in relation to the allocation of grant funding within the budget allocation.
2) Authority to accept tenders for individual projects previously approved by the Council or a Standing Committee of the Council up to a value of $10,000,000.
3) Responsibility to provide oversight and direction on tendering processes in general and/or specific issues relating to a particular project.
4) All the Council’s powers and functions in respect to temporary prohibition of traffic under Section 342(1)(b) and clause 11(e) of Schedule 10 of the Local Government Act 1974.
5) Recommend to Council the appointment of Trustees to Te Mata Park Trust Board in accordance with the policy on Appointment of Trustees for Te Mata Park Trust Board, and the provisions of section 57 of the Local Government Act 2002.
6) Recommend to Council the appointment of director positions for Hastings District Holdings Limited in accordance with the Council’s Policy on Appointment and Remuneration of Directors for Council Organisations.
7) Recommend to Council the recipients of Civic Awards.
8) Recommend to Council the appointment of List Members to the Hastings District Licensing Committee in accordance with the policy on the appointment of members for the District Licensing Committee, and the provisions of Sections 192 – 194 of the Sale and Supply of Alcohol Act 2012.
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Monday, 13 December 2021 |
Te Hui o Te Kaunihera ā-Rohe o Heretaunga
Hastings District Council
Civic and Administration Subcommittee Meeting
Kaupapataka
Agenda
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Mematanga: |
Koromatua Chair: Councillor Malcolm Dixon Ngā KaiKaunihera Councillors: Damon Harvey, Eileen Lawson, Simon Nixon (Deputy Chair), Henare O’Keefe, Wendy Schollum, Geraldine Travers and Kevin Watkins
Heretaunga Takoto Noa Māori Standing Committee appointee: Tania Eden Youth Council appointees: Esta Chaplin and Satyam Saha
Mayor Sandra Hazlehurst |
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Tokamatua: |
3 members |
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Apiha Matua |
General Counsel – Scott Smith |
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Te Rōpū Manapori me te Kāwanatanga |
Christine Hilton (Extn 5633) |
Te Rārangi Take
Order of Business
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1.0 |
Apologies – Ngā Whakapāhatanga An apology has been received from Councillor Schollum. At the close of the agenda no requests for leave of absence had been received. |
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2.0 |
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. |
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3.0 |
Confirmation of Minutes – Te Whakamana i Ngā Miniti Minutes of the Civic and Administration Subcommittee Meeting held Thursday 2 December 2021. (Previously circulated) |
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4.0 |
Minor Items – Ngā Take Iti |
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5.0 |
Urgent Items – Ngā Take Whakahihiri |
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6.0 |
Recommendation to Exclude the Public from Item 7 |
9 |
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7.0 |
Procurement of Construction of Flaxmere Skate Plaza |
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HASTINGS DISTRICT COUNCIL
Civic and Administration Subcommittee MEETING
Monday, 13 December 2021
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 Construction of Flaxmere Skate Plaza
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 Construction of Flaxmere Skate Plaza |
Section 7 (2) (b) (ii) The withholding of the information is necessary to protect information where the making available of the information would be likely to unreasonably prejudice the commercial position of the person who supplied or who is the subject of the information. Section 7 (2) (h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. 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).
Inclusion of commercially sensitive price rates. |
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. |