Agenda of Council Meeting - Thursday, 29 June 2023

Thursday, 29 June 2023

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Richard Elgie, Finance Operations Manager

Te Take:

Subject:

Resolution to Set the Rates for the 2023/24 Financial Year

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Council to adopt the Resolution to set rates for the 2023/24 Financial Year commencing 1 July 2023.

1.2 Following consultation, Council will adopt its 2023/24 Annual Plan at its meeting on 29 June 2023. It now needs to assess and set the rates described in its Rating Policy and Funding Impact Statement in order to collect the revenue needed for the 2023/24 Financial Year commencing 1 July 2023.

1.3 This report concludes by recommending that the Council set the rates as detailed, adopt the differential categories and the payment due and penalty dates set out in the recommendations. All rates are shown as inclusive of Goods and Services Tax of 15%.

2.0 Recommendations - Ngā Tūtohunga

A) That Council receive the report titled Resolution to Set the Rates for the 2023/24 Financial Year dated 29 June 2023.

B) That pursuant to Sections 23 and 24 of the Local Government (Rating) Act 2002 the Hastings District Council makes the rates on rating units in the District for the financial year commencing on 01 July 2023 and ending on 30 June 2024 and adopts the due dates and penalty dates for the 2023/24 financial year, as follows:

INTRODUCTION

Hastings District Council has adopted its 2023/24 Annual Plan. This has identified the Council’s budget requirement, and set out the rating policy and funding impact statement. The Council hereby sets the rates described below to collect its identified revenue needs for 2023/24 commencing 1 July 2023. All rates are inclusive of Goods and Services Tax.

GENERAL RATES

A general rate set and assessed in accordance with Section 13 of the Local Government (Rating) Act 2002, on the land value of all rateable land within the district on a differential basis as set out below:

UNIFORM ANNUAL GENERAL CHARGE

A uniform annual general charge set and assessed in accordance with Section 15 of the Local Government (Rating) Act 2002, of $213 on each separately used or inhabited part of a rating unit within the district.

TARGETED RATES

All differential categories of targeted rates areas are as defined in the Funding Impact Statement for 2023/24. For the purposes of the Havelock North Promotion, Hastings City Marketing, Hastings CBD Targeted Rate, Havelock North CBD Targeted Rate, and Security Patrols (Hastings and Havelock North), a commercial rating unit is one that fits the description as set out under DRA1 CBD Commercial and DRA1 Other Commercial in Part B of the Funding Impact Statement for 2023/24.

COMMUNITY SERVICES & RESOURCE MANAGEMENT RATE

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on a differential basis, on each separately used or inhabited part of a rating unit as follows:

HAVELOCK NORTH PROMOTION

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on the land value of any commercial rating unit located within Havelock North as defined on Council Map “Havelock North Promotion Rate”, of 0.100446 cents per dollar of land value.

SWIMMING POOL SAFETY

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, as a fixed amount on every rating unit where a swimming pool (within the meaning of the Fencing of Swimming Pools Act 1987) is located, of $75 per rating unit.

HAVELOCK NORTH PARKING

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on a differential basis, on each separately used or inhabited rating unit located within Havelock North as defined on Council Map “Havelock North Parking”, as follows:

HASTINGS CITY MARKETING

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on the land value of any commercial rating units located within Hastings as defined on Council Map “Hastings City Marketing Rate”, of 0.182807 cents per dollar of land value.

HASTINGS CBD TARGETED RATE

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on the land value of any commercial rating unit located within Hastings as defined on the Council Map “Hastings CBD”, of 0.141158 cents per dollar of land value.

HAVELOCK NORTH CBD TARGETED RATE

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on the land value of any commercial rating unit located within Havelock North as defined on Council Map “Havelock North CBD”, of 0.048780 cents per dollar of land value.

SECURITY PATROLS

Targeted rates set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on the land value of any commercial rating unit located within each respective Council Map defined “Hastings Security Patrol Area” and “Havelock North Security Patrol Area”, as follows:

Hastings Security Patrol Area - 0.091219 cents per dollar of land value.

Havelock North Security Patrol Area - 0.042802 cents per dollar of land value.

SEWAGE DISPOSAL

A differential targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, based on the provision or availability to the land of the service. The rate is set as an amount per separately used or inhabited part of a rating unit.

A differential targeted rate for all non-residential rating units classified as “connected”, based on the use to which the land is put. The rate is an amount for each water closet or urinal after the first.

The rates apply to connected or serviceable rating units in all areas excluding those in the Waipātiki scheme area.

The rates for the 2023/24 year are:

Where connected, in the case of non-residential use, the differential charge for each water closet or urinal after the first is as follows:

WAIPĀTIKI SEWAGE DISPOSAL

This rate applies only to connected or serviceable rating units in the Waipātiki scheme area.

The rates for the 2023/24 year are:

Where connected, in the case of non-residential use, the differential charge is set for each water closet or urinal after the first as follows:

WASTEWATER TREATMENT

A differential targeted rate for non-residential rating units classified as “connected”, based on the use to which the land is put. The rate is an amount for each water closet or urinal after the first.

The rates apply to connected or serviceable rating units in all areas excluding those in the Waipātiki scheme area.

The rates for the 2023/24 year are:

Where connected, in the case of non-residential use, the differential charge is set for each water closet or urinal after the first as follows:

WATER SUPPLY

Targeted rates set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on each separately used or inhabited part of a rating unit and based on the provision or availability to the land of the service, on a differential basis as follows.

The rates for the 2023/24 year are:

WATER BY METER

A targeted rate set and assessed in accordance with Section 19 of the Local Government (Rating) Act 2002, on the volume of water supplied as extraordinary water supply, as defined in Hastings District Council Water Services Policy Manual (this includes but is not limited to residential properties over 1,500m2 containing a single dwelling, lifestyle lots, trade premises, industrial and horticultural properties) of $0.99 per cubic metre of water supplied over and above the typical household consumption as defined in the Hastings District Council Water Services Policy Manual.

RECYCLING

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on each separately used or inhabited part of a rating unit and based on the provision or availability to the land of the service provided in the serviced area.

Rating units which Council officers determine are unable to practically receive the Council service and have an approved alternative service will not be charged the rate.

The rate for 2023/24 is $105 per separately used or inhabited part of the rating unit.

REFUSE

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on each separately used or inhabited part of a rating unit, differentiated based on the use to which the land is put.

Rating units which Council officers determine are unable to practically receive the Council service and have an approved alternative service will not be charged the rate.

Residential rating units currently receive a weekly collection. Commercial rating units located within Hastings as defined on Council Map “Hastings CBD Refuse”, and located within Havelock North as defined on Council Map “Havelock North CBD Refuse” currently receive a twice weekly collection. Pending further consultation with CBD commercial ratepayers, the nature of the service provided may change to a weekly (240l) collection. A factor of two would remain as those commercial rating units would still receive twice the level of service of a residential rating unit

The rates for the 2023/24 year are:

WAIMĀRAMA REFUSE

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on each separately used or inhabited part of a rating unit located within Waimārama as defined on Council Map “Waimārama Refuse Collection”, and based on the provision or availability to the land of the service provided, of $105 per separately used or inhabited part of the rating unit.

CAPITAL COST OF SUPPLY EXTENSIONS

Targeted rates set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002, on each separately used or inhabited part of a rating unit, and based on the provision or availability to the land of the service provided, to fund the capital cost of the extension to the water supply and sewerage networks in each of the following locations, as follows:

Whirinaki Water Supply:

$270 per separately used or inhabited part of a rating unit (over 4 instalments) for those rating units where the ratepayer elected for a 25 year targeted rate option and elected not to pay a lump sum option at the time of scheme inception.

Waipātiki Sewage Disposal:

$1,312 per separately used or inhabited part of a rating unit (over 4 instalments) for those rating units where the ratepayer elected for a 10 year targeted rate option and elected not to pay a lump sum option at the time of scheme inception.

WAIMĀRAMA SEA WALL

A targeted rate set and assessed in accordance with Section 16 of the Local Government (Rating) Act 2002 on a differential basis, on each separately used or inhabited part of a rating unit within each individual zone defined on Council Map “Waimārama Sea Wall Zone” of the following amounts per separately used or inhabited part of the rating unit:

Zone 1 shall pay 67% of the cost to be funded, whilst Zone 2 shall pay 23% of the cost and Zone 3 10% of the cost, based on the extent of the provision of service.

DUE DATES AND PENALTY DATES

Due Dates for Payment and Penalty Dates (for Rates other than Water by Meter Rates):

The Council sets the following due dates for payment of rates (other than Water by Meter) and authorises the addition of penalties to rates not paid on or by the due date, as follows:

Rates will be assessed by quarterly instalments over the whole of the district on the due dates below:

Instalment	Due Date	Penalty Date
1	25 August 2023	30 August 2023
2	24 November 2023	29 November 2023
3	23 February 2024	28 February 2024
4	24 May 2024	29 May 2024

A penalty of 10% will be added to any portion of rates (except for Water by Meter) assessed in the current year which remains unpaid after the relevant instalment due date, on the respective penalty date above.

Arrears Penalties on Unpaid Rates from Previous Years

Any portion of rates assessed in previous years (including previously applied penalties) which are unpaid on 06 July 2023 will have a further 10% added, and if still unpaid, again on 08 January 2024.

Due Dates for Payment and Penalty Dates (for Water by Meter Rates):

For those properties that have a metered water supply, invoices will be issued either three-monthly or six-monthly.

Three Monthly Invoicing:

Instalment	Invoicing Due Date	Penalty Date
1	24 October 2023	30 October 2023
2	22 January 2024	26 January 2024
3	22 April 2024	26 April 2024
4	22 July 2024	26 July 2024

Six Monthly Invoicing:

Instalment	Invoicing Due Date	Penalty Date
1	22 January 2024	26 January 2024
2	22 July 2024	26 July 2024

A penalty of 10% will be added to any portion of water supplied by meter, assessed in the current year, which remains unpaid after the relevant instalment due date, on the respective penalty date above.

With the reasons for this decision being:

The Council is required to collect funds from rates on properties to undertake the functions outlined in the 2023/24 Annual Plan.

3.0 Background – Te Horopaki

3.1 At its meeting on 29 June 2023, Council will adopt its 2023/24 Annual Plan which identifies the Council’s budgetary requirements for the forthcoming financial year.

3.2 It now needs to assess and set the rates described in its Rating Policy and Funding Impact Statement in order to collect the revenue needed for the 2023/24 Financial Year commencing 1 July 2023.

4.0 Discussion – Te Matapakitanga

4.1 To enable the rates to be levied on properties for 2023/24, the Council needs to pass the resolution to set the rates for the 2023/24 Financial Year in accordance with Sections 23 and 24 of the Local Government (Rating) Act 2002.

4.2 The rates have been calculated to ensure that the correct revenue is collected to meet the budget.

5.0 Options – Ngā Kōwhiringa

5.1 The resolution enables the collection of Council’s rate funding requirement based on the budget and policies adopted in the 2023/24 Annual Plan. This is the only option that allows Council to collect rates to fund the expenditure requirements.

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.

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

This proposal promotes the social, economic, environmental, and cultural wellbeings of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

N/A

Sustainability - Te Toitūtanga

N/A

Financial considerations - Ngā Whakaarohanga Ahumoni

The outcome of this report and recommendation will enable Council to generate the budgeted rates income.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision has been assessed under the Council's Significance and Engagement Policy as being of high significance.

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

The budget used to set Rates for the 2023/24 financial year was consulted upon through the 2023/24 Annual Plan.

Risks

The rates resolution and Funding Impact Statement were last reviewed by Simpson Grierson in 2019 to ensure compliance with the legislative requirements of the Local Government (Rating) Act. Only minor changes were made to the 2023/24 documents.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

Due to time constraints, officers have not been able to provide the Rural Community Board with information on the impacts for Rating Area 2.

Thursday, 29 June 2023

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Craig Cameron, Interim Recovery Manager

Te Take:

Subject:

Hastings District Council - Cyclone Gabrielle Silt & Waste Recovery

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 Cyclone Gabrielle significantly damaged Hastings District environmental, economic and community wellbeing in February 2023.

1.2 Due to high winds, torrential rain and rivers breaching their banks, large amounts of waste and debris have been deposited as a result of water flows and generated as a result of damage to buildings, vegetation and infrastructure. A significant component of the Cyclone waste is silt, along with a variety of categories of mixed waste.

1.3 Council made an operational decision during the Cyclone Response (under a National State of Emergency) to uplift, transport and deposit household waste generated as a result of the Cyclone.

1.4 In partnership with the Hawke’s Bay Regional Council (HBRC) Council made a similar operational decision to uplift, transport and deposit silt. Council’s original commitment was for the removal of silt from residential properties and this dovetailed into supporting HBRC and their commitments in supporting the removal of silt from non-urban properties, - predominantly orchards and other commercial farming properties.

1.5 From 23 March 2023 a Joint Taskforce (HBRC and Council) has managed silt and mixed waste removal, storage and long term disposal.

1.6 This Report updates Council on Cyclone;

· Waste collection

· Waste collection expenditure

· External (Central Government) Funding options for Cyclone waste collection.

1.7 This Report confirms that decisions were made post the Cyclone to support communities clear household flood affected waste from properties and to also help with the removal of silt and other debris. This Report acknowledges that substantial financial commitments were made through those decisions with an expectation that there would be some Central Government support provided to meet those costs.

1.8 It is expected that all costs incurred by Council for silt and debris clearance will be reimbursed and a claim has been made for household flood affected waste.

2.0 Recommendations - Ngā Tūtohunga

A) That Council receive the report titled Hastings District Council - Cyclone Gabrielle Silt & Waste Recovery dated 29 June 2023.

B) That Council notes that there was unbudgeted expenditure by Hastings District Council for Household Flood Damage Waste collection, transport and disposal to 30 June 2023 of $4.2m and that a claim has been made to the National Emergency Management Agency (NEMA) for the recovery of those costs.

C) That Council notes that there was unbudgeted expenditure by Hastings District Council for silt and debris collection, transport and disposal to 30 June 2023 of $3.7m which has been fully reimbursed through the funding for silt and debris removal for Hawke’s Bay managed by the Hawkes Bay Regional Council.

D) That Council notes that access to NEMA funding in Recommendation B concludes on 30 June 2023. It is expected that demand for this service will continue after 30 June 2023 (albeit at a much reduced and diminishing level) as affected property owners continue to work their way through the clean-up process.

E) That Council delegates the Chief Executive to continue the service in Recommendation B, after 30 June 2023, until the Chief Executive recommends the service is ceased. The Chief Executive will provide a project conclusion report to Council after this service is ceased.

3.0 Background – Te Horopaki

3.1 The Cyclone Gabrielle event occurred on 14 February 2023. It resulted in widespread flooding of Hastings District due to substantial rainfall generating river flows which exceeded the design standards of the Heretaunga Plains Flood Protection schemes and general flooding.

3.2 Section 3(d) of the Civil Defence Emergency Management Act (CDEM) 2002, requires local authorities to co-ordinate through Regional Groups, - planning, programmes and activities related to civil defence emergency management across the areas of Reduction, Readiness, Response and Recovery. This is the function of Hawkes Bay Civil Defence Emergency Management Group (Group).

3.3 Section 17(d) CDEM 2002, requires the Group (and its members) to respond to and manage the adverse effects of emergences in its area. Council deploys its own resources to respond to the emergency under the regional leadership of the Group.

3.4 Section 17(e) CDEM 2002, requires the Group (and members) to plan and carry out Recovery Activities. Council has a key role in this through locally led Recovery planning and delivery of Recovery services.

3.5 Section 10 of the Local Government Act 2002 (LGA) requires Council to promote the social, economic, environmental and cultural wellbeing of communities and enable local democratic decision making.

3.6 Section 11 of the LGA requires Council to give effect to Section 10 in Hastings District and perform the duties, and exercise the rights, conferred on Council by the LGA and any other enactment.

3.7 Councils operational decisions during the Cyclone Response (under a National State of Emergency) to uplift, transport and deposit household waste and silt generated as a result of the Cyclone, were made under its obligations per paragraphs 3.2 to 3.6.

3.8 Council received the Heretaunga Locality Plan (Plan) dated April 2023 at its Council meeting on 4 May 2023.

3.9 The Plan (first edition with the second more detailed edition due in August 2023) outlined how Hastings District seeks to recover from the impacts of Cyclone Gabrielle. It captured immediate priorities and actions to be undertaken to enable communities to stand strong again and lay the framework for Heretaunga to build back better and more resilient. The Plan was submitted to the Hawke’s Bay Regional Recovery Agency (HBRRA), who consolidated the Plan with other Locality Plans from the region to communicate to Central Government the scale of resources required for Response and Recovery to date and over the next 5 or more years.

3.10 Recovery planning and subsequent service delivery will seek to address the damage that has been done to the wellbeing of Hastings communities through the Cyclone.

3.11 The Cyclone deposited an estimated 5 million cube metres of silt across Hasting’s District’s orchards, farms, roads and residential properties. The majority of this has occurred in rural and peri-urban communities with an estimated 4,000 hectares of productive soils impacted.

3.12 The Silt Recovery Taskforce has implemented a zone system to manage the silt collection, with six zones identified across the Hawke’s Bay Region and dedicated contractors within each zone to collect the silt from properties. These zones are illustrated in Figure 1.

The Silt Recovery operation and General Waste Recovery operations, have been and continue to be in the case of Silt Recovery, substantial operations in terms of;

· The volume scale of waste to be managed and

· The complexity of problem solving solutions for disposal of waste.

3.13 The Waste Response operations have succeeded (from implementation through to ongoing service delivery) primarily due to the capable and hardworking staff at Council, HBRC, Consultants engaged and numerous contractors & sub-contractors.

3.14 To-date (16 June) 438 silt collection jobs had been received, - 115 are complete, 84 require no further work and 126 are in the process of either being assessed, programmed or started. 26 new jobs have been received in the last fortnight. Approximately 340,000m3 of silt has been collected from properties, with circa 1,000,000m3 to be collected across open jobs.

3.15 Approximately $8.7m has been spent by the Taskforce to date, funded through the Central Government Local Authority funding for sediment and debris announced on 03 May 2023. All future expenditure will be administered through HBRC as the agency coordinating the Sediment and Debris Taskforce.

4.0 Discussion – Te Matapakitanga

4.1 Council household flood damage waste collection expenditure to date is $4.2m based on invoices processed to 12th June. While it is difficult to estimate the forecast to the completion of this commitment with accuracy, the final amount is expected to be higher noting however that most of the collection has been undertaken.

4.2 The Government agreed to provide a short-term Cyclone Gabrielle Solid Waste Management Fund (the fund) of up to $15m (total fund amount) to reduce financial barriers to clearing solid waste from residential properties. The fund is administered by the National Emergency Management Agency (NEMA). Eligible costs are direct costs that have been incurred for the collection, removal, and disposal of solid waste from residential properties (including land immediately surrounding a dwelling and the main access way to the property).

4.3 Eligible disposal costs include all gate fees (such as waste disposal levy charges and costs from meeting Emissions Trading Scheme obligations). The fund is not available for the collection, removal or disposal of solid waste from commercial or agricultural land; rivers, creeks and other drainage systems; and public or recreational land (unless it’s residential waste that has been illegally dumped). A claim has been submitted for $4.2m from this fund. It is not yet known if this claim will be fully funded within the constraints of the total fund amount.

4.4 Council will at some stage need to make a decision on when this service is discontinued. It has been expected that the collection of household affected waste will have a long tail as affected property owners work their way through the clean-up process.

4.5 In May the Government announced a $200m package to support silt and debris removal for Hawke’s Bay and Tairawhiti with allocations across Local Government, Commercial sectors and Whenua Māori. In the initial release of information the funding splits for Local Government and Commercial were as follows:

4.6 The HBRC has been charged with administering this fund and Council has received $3.7m which will cover all costs incurred in relation to the removal and disposal of silt and other debris. Any ongoing silt and debris collection, disposal and monitoring costs are expected to go through the Regional Taskforce and will be funded and administered through the HBRC’s allocation from this fund.

4.7 The purpose of this report is to update Council on the investment of funds to date and forecast to 30 June 2023 regards its operational decisions discussed in paragraphs 1.3 and 1.4 and note the funding sources available for these commitments.

5.0 Next steps – Te Anga Whakamua

5.1 Household Waste and Silt Waste management operations will continue within existing Scope Approvals.

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

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

This proposal promotes the social, economic, cultural and environmental wellbeing of communities in the present and for the future. It does so by enabling a sustainable and effective recovery of waste caused by Cyclone Gabrielle and allows communities to continue their Recovery.

Māori Impact Statement - Te Tauākī Kaupapa Māori

Care is being taken to ensure that the Waste Recovery work is conducted in a culturally appropriate way.

Sustainability - Te Toitūtanga

The Silt Recovery Taskforce is committed to ensuring that end uses of silt are both environmentally and economically sustainable.

Financial considerations - Ngā Whakaarohanga Ahumoni

Discussed in Paragraphs 4.1 - 4.7.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision/report has been assessed under the Council's Significance and Engagement Policy as being of High Significance.

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

Council is engaging extensively with the Hastings District Community through its Locality Plan Development. This engagement is expected to continue for several years.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

The Board is regularly updated on Response and Recovery matters.

Thursday, 29 June 2023

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Lachlan Crawford, Traffic Engineering Officer

Te Take:

Subject:

Parking Controls

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from Council on changes to parking controls in Heretaunga Street East, Queen Street East and Joll Road.

1.2 The report recommends the following changes.

ROAD	EXISTING CONTROLS TO BE REMOVED/CHANGED	PROPOSED CONTROLS
Heretaunga Street East	P15	Mobility Parking
Queen Street East	P60	P5 Loading Zone
Joll Road	None	Motorcycle Parking

2.0 Recommendations - Ngā Tūtohunga

A) That Council receive the report titled Parking controls dated 29 June 2023.

B) That Council resolve pursuant to Clause 5.3.1(a) (i) of Chapter 5 (Parking and Traffic) of the Hastings District Council Consolidated Bylaw 2021, a Mobility parking space be created on Heretaunga Street East, starting approximately 38 metres southeast of the centre of the Hastings Street North roundabout, extending south for 8 metres.

C) That Council resolve pursuant to Clause 5.3.1(a) (i) of Chapter 5 (Parking and Traffic) of the Hastings District Council Consolidated Bylaw 2021, a P5 Loading zone be created on Queen Street East, starting approximately 47 metres southeast of intersection with Karamu Road North, extending south 12 metres.

D) That Council resolve pursuant to Clause 5.3.1(a) (i) of Chapter 5 (Parking and Traffic) of the Hastings District Council Consolidated Bylaw 2021, that a single Motorcycle parking space be created on Joll Road, located approximately 90 metres southeast of the centre of the Joll Road / Havelock Road roundabout.

3.0 Background – Te Horopaki

3.1 From time to time, it is necessary to introduce parking controls and/or amend those that are already in place.

3.2 In order that changes are legally established and enforceable, a formal resolution by Council is required.

3.3 The following information provides the context for the changes being proposed.

4.0 Discussion – Te Matapakitanga

4.1 Heretaunga Street – Mobility parking outside Age Concern

A request was made to Council by a visitor to Age Concern for a Mobility parking space outside of the Age Concern building at 415 Heretaunga Street East.

Given the distance to the nearest mobility parking space and the nature of the users, officers are supportive of this request.

Location of proposed Mobility Parking space

4.2 Queen Street East – P5 Loading Zone

Council was approached by a building owner in the area, requesting a P5 loading zone be established in the 200-block.

Currently delivery trucks will park on the wide footpath outside Brave Brewing and OM Goodness when there is no available parking spaces (see photo below). This creates issues for pedestrians, as well as damaging the newly installed pavers.

Example of delivery truck parking on footpath

It is proposed that a P5 Loading Zone be installed as shown in the image below. This would require the removal of two P60 car parking spaces.

Location of proposed P5 Loading Zone

Consultation was carried out with nearby businesses. In total, 10 responses were received, 6 for the proposal and 4 against. The locations of the respondents in relation to the proposed loading zone are shown in the below image; Green in favour, Red against and Black no response received.

Location of consultation respondents

One of the respondents queried – “Can the company not arrange deliveries out of hours? I know other hospitality outlets arrange early morning deliveries to save congestion and stress on other businesses”.

In response, it is worth noting that the businesses in the vicinity that do not use delivery trucks may also benefit from its installation, for example couriers and taxis would also utilise the loading zone.

It is noted that the majority of respondents were in favour of the proposal, especially those businesses in the immediate vicinity.

It is for these reasons that officers recommend a Loading Zone be installed as requested.

4.3 Joll Road – Motorcycle Parking

A business owner has identified that there are no dedicated motorcycle parks on Joll Road, and believes there is merit in providing one in the “dead-space” shown in the below map and image. The business owner has noted that at times vehicles will park in this location which is too narrow for a regular sized vehicle, which compromises the width of the adjacent carpark. This space does not meet minimum width requirements for angle parking (2.5m), but does meet the typical dimensions for motorcycle spaces (1.2m).

Location of proposed Motorcycle parking space

Location of proposed Motorcycle parking space in unallocated parking area

5.0 Options – Ngā Kōwhiringa

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

To change the parking controls as discussed in section 4.

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

Officers see no advantages in maintaining the status quo.

6.0 Next steps – Te Anga Whakamua

6.1 If the recommendations are approved, appropriate painting and signage provisions will be completed or removed.

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

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

This proposal promotes the “safe multi-functional urban centres” wellbeing of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

All members of the community will benefit from the proposed changes, including tangata whenua.

Sustainability - Te Toitūtanga

The proposed changes will provide a more sustainable use of existing assets.

Financial considerations - Ngā Whakaarohanga Ahumoni

The cost for implementing these recommendations is included in current Transportation budgets, which includes the 53% Funding Assistance Rate from Waka Kotahi.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision does not trigger the threshold of the Significance and Engagement policy.

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

Heretaunga Street – Mobility parking outside Age Concern

Consultation was carried out with businesses in the immediate vicinity, and no concerns were raised.

Queen Street East – P5 Loading Zone

One respondent queried – “Can the company not arrange deliveries out of hours? I know other hospitality outlets arrange early morning deliveries to save congestion and stress on other businesses”

Joll Road – Motorcycle Parking

No consultation was carried out for this change, as it is a reallocation of “dead-space” within the parking area and does not affect other users.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

There are no issues to specifically concern the Rual Community Board.

Thursday, 29 June 2023

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Bruce Allan, Deputy Chief Executive

Te Take:

Subject:

Risk and Assurance Committee update

1.0 Purpose and summary - Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to provide Council with an update on the Risk and Assurance Committee activities and in particular the financial impacts on the Council from Cyclone Gabrielle.

1.2 In April Council adopted a revised terms of reference for the Committee to acknowledge the impact of the Cyclone. Included in those changes is a recognition that the Risk and Assurance Committee will need to play a greater role on behalf of Council in understanding the financial risks that Council faces as it begins to understand the magnitude of the recovery and rebuild.

1.3 The financial impacts of Cyclone Gabrielle are going to be significant and at the time of writing there were still a number of material assumptions that are required to help paint the picture of any future financial position that Council may operate within.

1.4 Council has operated in an environment in recent years of moderate rate increases while it has faced a number of significant challenges which has included the response post the Havelock North Water event which prompted a $100m investment in the treatment and resilience of the drinking water network. It has responded to two of Council’s category one heritage buildings being assessed as earthquake prone with a $40m investment in strengthening and redevelopment. It has made strategic property acquisitions with the Showgrounds ($7.5m) and the CityFitness building on Heretaunga Street ($7.5m) while continuing to provide for growth and look after the district’s core infrastructure.

1.5 Council’s prudent financial strategy pre cyclone was to invest appropriately in core infrastructure acknowledging that there needed to be a medium term plan to transition off using debt to fund large long term infrastructure renewals to a more sustainable level of rates funding for these projects.

1.6 With the strategy adopted by Council to invest where it was necessary, Council’s debt had increased to approximately $280m by 30 June 2023. Included in that total debt was more than $150m of debt associated with the 3 Waters and the Amended Long Term Plan as proposed to be adopted on June 29^th acknowledges further significant investment in Wastewater infrastructure for Growth is required.

1.7 The financial impacts of Cyclone Gabrielle have been significant and while the costs incurred this financial year will to a large degree be covered by external funding (NEMA, DIA, Insurance) there will be a long and expensive recovery ahead.

1.8 The roading network repairs are currently estimated at up to $800m with Waka Kotahi subsidy rates still unknown. Current financial modelling has assumed a modest amount of expenditure into 2023/24 will be classified as Emergency Reinstatement and will therefore receive the elevated 93% subsidy. Beyond that the only assumption that can currently be made is that Council will receive the accelerated subsidy of 73% available for repairs to damage caused through events of this nature. With these factors included, the local share of this roading repair could be circa $180m that Council will need to fund.

1.9 It is currently estimated that the roading reinstatements and repairs could take between 5-7 years, subject to Waka Kotahi subsidy rates, however when overlaid with the future financial forecasts that level of spend over that period of time is not sustainable for Council and a more realistic window for affordability could be 10 years. The level of subsidy received from Waka Kotahi for the road rebuild is critical and at the current assumed rate of 73% this is currently not viable without significant increases to rates.

1.10 It has been forecast to Council that a rating deficit will be incurred in 2022/23 due to the unbudgeted impacts of the Cyclone and the overall impacts of the high inflationary environment that exists. The rating deficit for 2022/23 will be reported to Council in September and due to the timing of the preparation of the 2023/24 Annual Plan it is fully expected that Council will be required to make decisions during the year to either reprioritise the current work programme or add to it depending on the funding support that is available.

1.11 There have been discussions on the role that Council will play in contributing to the compensation to be paid to Category 3 property owners. The context of this discussion must be had in relation to the overall financial picture for Council and the obligations it has to rebuild the rural roading network in particular.

1.12 Council has a credit rating issued through international credit rating agency Standard and Poors and is currently assessed as a AA rated organisation with a negative outlook since Cyclone Gabrielle. Standard and Poors are currently undertaking their annual review and given the impacts of the cyclone and the recovery that will be required, it has been intimated that a credit downgrade is a possibility. Whilst this is an outcome that Council is working to avoid, a downgrade of one notch would put Council as AA- rated which is still a very high rating in the overall rating framework.

1.13 The Risk and Assurance Committee will continue to play a role in providing that risk and assurance overlay on behalf of Council as it works through the recovery phase.

2.0 Update from the Risk & Assurance Chair

The following is a report from the Chair of the Risk and Assurance Committee prepared for Council as an update on activities.

2.1 “To provide the Council with a deeper understanding of the key activities Councils Risk and Assurance (RAA) committee undertakes the following update is provided.

2.2 Typically, we meet 4-5 times a year and in between meetings the Committee Chair is in frequent contact with the Deputy Chief Executive, Chief Risk Officer and Senior Risk Assurance Advisor from the Risk team. As well as members of the finance team, auditors, treasury advisors and other committee members. Additionally with Council meeting agendas all being available via the website, it makes information very accessible for an independent Chair.

2.3 RAA has a work program for the year which is underpinned by standing items and several special reporting items, such as cyber security and updates on the status of leaky building claims from around the country. The committee also receives regular updates in relation to the likely impacts resulting from shortages of key contractors to complete Council’s works program.

2.4 Regularly reported work areas include:

· Treasury reporting and management including policy review and compliance, reviewing advice from external providers, and discussing expected levels of debt and how best to manage interest rate risk.

· Review of the risk policy and Tier 1 strategic register, including discussion about emerging risks.

· Oversight of the regular operational risk reviews carried out by the risk team, including items such as monitoring the delivery of asset improvement plans and how Council protects against loss of key knowledge sources.

· Review of asset management plans leading up to the LTP review cycle.

· Overview of audit arrangements and sign off processes for the yearly annual report.

· Review and recommendations on key policies such as procurement.

· Review and make recommendations around insurance strategies and policy coverage.

2.5 Additionally, the Committee reviews and discusses updates in relation to major Local Government Reform legislation including the Resource Management Act and Affordable Waters.

2.6 Post Cyclone Gabrielle, the RAA Terms of Reference were modified as agreed by Council to provide oversight of insurance claims, monitor and advise on funding and debt implications, monitor the impact on asset values damaged by the cyclone and provide general support as required.

2.7 The Committee is liaising with Council’s auditor to assess the reporting implications in relation to the upcoming Annual Report process.

2.8 Work is currently underway to model debt levels under various scenarios and as expected this is an area that requires significant focus as it impacts across all of Council operations and particularly in future rate setting.

2.9 After discussions with the Chief Executive, Mayor Sandra and the Deputy Chief Executive I understand the outcomes of this provisional scenario modelling will be an agenda item at Councils upcoming two-day strategy retreat in July. I would appreciate the opportunity to attend part of this session particularly as it relates to debt level modelling. I expect this will be sobering reading and will influence Council’s recovery strategies.

2.10 What the Committee does well includes:

· The Committee works cohesively and has a healthy divergence of viewpoints which adds value in discussion.

· The Committee has created an open and transparent environment where officers are encouraged to bring issues to the Committee, often for input and guidance before presenting a paper to the full Council.

· The agenda have a good mix of the regularly reported areas and the project specific items.

· There is a strong focus on emerging risks.

· The papers we receive are of a high calibre.

2.11 Opportunities for improvement:

· Communication – Council minutes are typically short and to the point, and minutes from the RAA hui should be supported by more detailed background from the meeting as provided by the Chief Executive, Chief Risk Officer, and Chair RAA in a written update.

· That should be supported by attendance at the relevant Council meetings in person by the Chair to support this update.

· The Chairs of the various Subcommittees could meet informally to better understand the key issues from each Subcommittee and how we can work more efficiently together.

· RAA’s role in supporting the various climate and carbon reducing initiatives underway at Council.

2.12 As Chair of RAA I look forward to providing additional context at the upcoming Council hui and in particular, look forward to receiving Councillors feedback on how we can continue to add value to the organisation and its many stakeholders.”

3.0 Recommendations - Ngā Tūtohunga

That Council receive the report titled Risk and Assurance Committee update dated 29 June 2023.

Attachments:

There are no attachments for this report.

Thursday, 29 June 2023

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Caitlyn Dine, Democracy & Governance Advisor

Te Take:

Subject:

Summary of Recommendations from Rural Halls Subcommittee Meeting held 29 May 2023

1.0 Purpose and summary - Te Kaupapa Me Te Whakarāpopototanga

1.1 At its meeting held on 29 May 2023, the Rural Halls Subcommittee considered applications to the 2023/2024 Rural Halls Maintenance Fund.

1.2 In accordance with the Terms of Reference of the Rural Halls Subcommittee, the recommendations of the subcommittee below are recommended to Council for the allocation of grants within the allocated funding.

2.0 Recommendations - Ngā Tūtohunga

A) That Council receive the report titled Summary of Recommendations from Rural Halls Subcommittee Meeting held 29 May 2023 dated 29 June 2023.

B) That the Council ratify the following recommendations of the Rural Halls Subcommittee meeting held 29 May 2023:

4.0 Rural Halls Maintenance Fund 2023/2022

A) That the Rural Halls Subcommittee Meeting receive the report titled Rural Halls Maintenance Fund 2023-2024 dated 29 May 2023.

B) That the following grants be allocated from the 2023/2024 Rural Halls Fund:

ID	Hall	Request	Approved	Notes
RHMF00017	Patoka War Memorial & Post Office Trust	$14,500.00	$10,000	Towards Weatherproofing
RHMF00019	Sherenden Hall Society Inc	$6,332.64	$6,332.64	Towards replacing and upgrading wiring and electrics to comply with H&S
RHMF00022	Poukawa Hall Committee	$112,530.00	$11,630	Towards Weatherproofing
RHMF00024	Kereru Hall Society	$30,000.00	$10,000.00	Towards Weatherproofing
RHMF00025	Twyford Raupare Memorial Recreation Centre	$7,570.00	$7,570.00	Towards Weatherproofing
RHMF00026	Raukawa Hall Incorporated	$6,549.00	$6,549.00	Towards Weatherproofing
RHMF00027	Patoka War Memorial & Post Office Trust	$1,375.63	$1,375.63	Towards Gutter Replacement
RHMF00032	Waikoau Hall	$1,850.00	$1,850.00	Towards Weatherproofing
			$55,307

C) That the following grants be declined with explanation from the 2023/2024 Rural Halls Fund:

	Hall	Request	Approved	Notes
RHMF00013	Waimarama/Maraetotara Memorial Hall (Ablutions upgrade)	$7,800.00	0	Current toilets are functional. Other applications better met the criteria of the fund
RHMF00018	Matapiro District Recreation Society Inc (Repair Ceiling Panels)	$7,407.00	0	Other applications better met the criteria and priorities of the fund
RHMF00020	Te Pohue & Districts Community Trust (kitchen)	$50,000.00	0	Current kitchen facilities are functional. Other applications better met the criteria of the fund
RHMF00023	Te Pohue & Districts Community Trust (Abolition Block)	$120,000.00	0	Costs of project are greater than the funding available, staff are advising the committee to relook at the plans.
RHMF00028	Waikare & Districts Sports Club Incorporated (Entrance foyer a stairs upgrade)	$5,000.00	0	Other applications better met the criteria and priorities of the fund
RHMF00029	Tutira community Hall (Re clad for the hall)	$61,500.00	0	Costs of project are greater than the funding available and other applications better met the criteria of the fund
RHMF00030	Te Pohue & Districts Community Trust (heating)	$25,000.00	0	Other applications better met the criteria of the fund

D) That the Hastings District Council Rural Halls Subcommittee recommend that a written report based on the Rural Hall Status report (and include the known/unknown EQ Status) be made available to support the Hastings Locality Plan and any subsequent funding opportunities.

E) That a workshop is held to review the Rural Halls policy within the next 6 months.

Attachments:

There are no attachments for this report.

Te Rā Hui: Meeting date:	Thursday, 29 June 2023
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

Mematanga: Membership:	Tiamana Chair: Mayor Sandra Hazlehurst Ngā KaiKaunihera Councillors: Ana Apatu, Marcus Buddo, Alwyn Corban, Malcolm Dixon, Michael Fowler, Damon Harvey, Henry Heke, Kellie Jessup, Tania Kerr (Deputy Mayor), Eileen Lawson, Renata Nepe, Simon Nixon, Ann Redstone, Wendy Schollum 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:	Louise Stettner (Extn 5543)

1.0	Opening Prayer – Karakia 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 There are no minutes to be confirmed.
5.0	Mayor’s Verbal Update	7
6.0	Kaiwhakamana Programme and Volunteers	9
7.0	Introduction of Mayor's Tuia for 2023	11
8.0	Adoption of 2023/24 Annual Plan	13
9.0	Resolution to Set the Rates for the 2023/24 Financial Year	15
10.0	Hastings District Council - Cyclone Gabrielle Silt & Waste Recovery	25
11.0	Parking Controls	31
12.0	Risk and Assurance Committee update	39
13.0	Summary of Recommendations from Rural Halls Subcommittee Meeting held 29 May 2023	43
14.0	Proposed Amendments to Schedule of Meetings	45
15.0	Minor Items – Ngā Take Iti
16.0	Urgent Items – Ngā Take Whakahihiri