Minutes of Council Meeting - Thursday, 18 April 2024

Thursday, 18 April 2024

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Ngā Miniti
Minutes

Kua Tae ā-tinana:
Present:

Chair - Tiamana: Mayor Sandra Hazlehurst

Councillors - Ngā KaiKaunihera:

Councillors Ana Apatu, Alwyn Corban, Malcolm Dixon, Michael Fowler, Damon Harvey, Henry Heke, Kellie Jessup, Tania Kerr (Deputy Mayor), Simon Nixon, Wendy Schollum, and Kevin Watkins

Kua Tatū:
In attendance:

Chief Executive - Nigel Bickle

Deputy Chief Executive - Bruce Allan

Group Manager: Asset Management - Craig Thew

Group Manager: Planning and Regulatory Services - John O’Shaughnessy

Group Manager: Strategy and Development – Craig Cameron

Group Manager: People and Capability - Bronwyn Bayliss

Group Manager: Community Wellbeing and Services – Rebekah Dinwoodie

Group Manager: Marketing and Communications – Naomi Fergusson

General Counsel – Scott Smith

Director - Growth and Development – Raoul Oosterkamp

Strategy Manager – Lex Verhoeven

Transportation Policy and Planning Manager – Bruce Conaghan

Youth Lead – Emma James

Principal Advisor: District Development – Mark Clews

Chief Financial Officer – Ross Franklin

Management Accountant - Development Contributions – Richard Elgie

Communications and Engagement Lead – Diane Joyce

Principal Advisor: Relationships, Responsiveness and Heritage – Charlie Ropitini

Regulatory Solutions Manager – John Payne

Parking Transportation Officer – James Haronga

Manager: Democracy and Governance Services – Louise Stettner

Democracy and Governance Advisor – Caitlyn Dine

Tech Services Support – Ross Clark

Kei Konei:
Also present:

HDC Waiata Group (item 6)

Ann Redstone (item 6)

Harono Hokianga – 2024 Tuia (item 7)

Youth Councillors (item 14)

1. Opening prayer - Karakia

The opening prayer was given by Principal Advisor: Relationships, Responsiveness and Heritage, Charlie Ropitini.

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

Leave of Absence had previously been granted to Councillor Lawson and Councillor Buddo.

Mayor Hazlehurst/Councillor Schollum

That Leave of Absence be granted to:

Councillor Heke for 6 and 7 June and 23 to 28 June 2024

Councillor Apatu for 10 to 17 August 2024

CARRIED

3. Conflicts of Interest - He Ngākau Kōnatunatu

There were no declarations of conflicts of interest.

4. Confirmation of Minutes - Te Whakamana i Ngā Miniti

Councillor Watkins/Councillor Dixon

That the minutes of the Council Meeting held Thursday 14 March 2024 be confirmed as an accurate record.

CARRIED

The meeting agreed to take item 6, 7 and 8 out of order.

Acknowledgement of Ann Redstone and Renata Nepe

(Document ref 24/116)

Mayor Sandra Hazlehurst formally acknowledged and expressed her sincere appreciation on behalf of the Council for the service and dedication that Ann Redstone provided to the Hastings District as an elected councillor since 2016 and in particular the service to the communities within the Heretaunga Ward.

The Mayor presented a certificate of service and flowers to Ms Redstone.

The Mayor acknowledged Renata Nepe for being one of the inaugural Takitimu Māori Ward Councillors elected in 2022. Mr Nepe was unable to attend the meeting but it was noted that a separate ceremony would be held in the future to thank Mr Nepe.

Councillor Nixon/Councillor Heke

That the Council receive the report titled Acknowledgement of Ann Redstone and Renata Nepe dated 18 April 2024.

CARRIED

Tuia 2024

(Document ref 24/103)

Councillor Apatu introduced the 2024 Tuia and gave an overview of what the Tuia programme is.

Harono Hokianga and Shannon Nohokau are the 2024 Tuia. Ms Nohokau was unable to attend. Ms Hokianga introduced herself to Council on behalf of them both.

Councillor Apatu/Councillor Jessup

That Council receive the report titled Tuia 2024 dated 18 April 2024.

CARRIED

Mayor's Verbal Update

(Document ref 24/75)

Mayor Hazlehurst gave a verbal overview of the events and activities in the Hastings District over the past month.

Mayor Hazlehurst/Councillor Corban

That Council receive the report titled Mayor's Verbal Update dated 18 April 2024.

CARRIED

Gilbertson Road - Request for closing Gilbertson Road at the Pakowhai Road end

(Document ref 24/101)

Transportation Policy and Planning Manager, Bruce Conaghan, spoke to the report and responded to questions from the meeting.

Councillor Watkins/Councillor Nixon

A) That the Council receive the report titled Gilbertson Road - Request for closing Gilbertson Road at the Pakowhai Road end dated 18 April 2024.

B) Council notes that Recommendation C, is a response to a petition received by the Council in December 2023 which requested ‘That the Hastings District Council permanently remove the road access between Gilbertson Road and Pākowhai Road effectively closing the road at that point’.

C) That the Council approve a temporary road closure pursuant to Schedule 10, Clause 11(d) of the Local Government Act 1974 on Gilbertson Road just to the east of the Hawke’s Bay Regional Council stopbank access.

D) That Council officers monitor the results of the temporary road closure in Recommendation C, to assess whether a permanent road closure would be appropriate, considering future road network requirements.

CARRIED

The meeting agreed to take item 10 out of order.

10.

Closure of Alleyway between Oliphant Place and Bledisloe Street

(Document ref 24/92)

Transportation Policy and Planning Manager, Bruce Conaghan, spoke to the report and responded to questions from the meeting.

Councillor Harvey/Councillor Schollum

A) That Council receive the report titled Closure of Alleyway between Oliphant Place and Bledisloe Street dated 18 April 2024.

B) That Council approve the initiation of the road stopping process for the alleyway between Oliphant Place and Bledisloe Street in accordance with Section 319, Schedule 10 of the Local Government Act 1974.

CARRIED

Adoption of Long Term Plan 2024/34 and Draft Development Contributions Policy 2024/25

(Document ref 24/102)

Mayor Sandra Hazlehurst acknowledged the Long Term Plan (LTP) Working Group, Chairman Councillor Fowler, Councillor Kerr, Councillor Harvey, Councillor Schollum, Councillor Watkins and Councillor Buddo. The Mayor thanked officers Lex Verhoeven, Ross Franklin, Bruce Allan and Richard Elgie who were also part of the LTP Working Group.

Chief Executive, Nigel Bickle and Deputy Chief Executive, Bruce Allan, spoke to the report, presented a power point presentation (CG-17-1-00832) and responded to questions from the meeting.

Councillor Fowler/Councillor Kerr

A) That Council receive the report titled Adoption of Long Term Plan 2024/34 and Draft Development Contributions Policy 2024/25 dated 18 April 2024

B) That Council resolves to:

i. Delegate to the Chief Executive any inconsequential updates and drafting changes to complete the documentation below.

ii. Utilise the special provisions under the Severe Weather Emergency Recovery Legislation Act 2023 (and the Order in Council in respect of Long-Term Plans)

iii. Adopt the Supporting Information to the Long-Term Plan and Consultation Document in accordance with section 93G of the Local Government Act 2002.

iv. Adopt the Financial Strategy and amended Revenue and Financing Policy within the Long-Term Plan 2024/34 (noting the inclusion of the Section 101 Analysis on Cyclone Recovery funding) with the following additional resolutions:

v. That the maximum debt to revenue ratio of 250% is not exceeded (using the modified ratio which excludes non-recurring revenue);

vi. That achievement to the Year 10 target of 175% (debt to revenue ratio) is monitored and achieved;

vii. That Council runs a balanced budget by Year 3 of the LTP (using the modified ratio);

viii. All capital spending decisions (not initially included in the LTP) be required to receive Council ratification and be assessed against adherence to the Financial Strategy;

ix. That the Chief Executive report quarterly through 2024/25 on progress toward the budgeted rates saving of 2.5% within Year 1 of the LTP;

x. That the Chief Executive prepare and present to Council by December 2024 the second phase of potential savings to inform the Council Annual Plan 2025/26 deliberations.

xi. Adopt the Draft Development Contributions Policy in accordance with section 102(1) of the Local Government Act 2002 (noting that an earlier decision in 2023 regarding a phased-in schedule of Development Contribution charges is replaced by the 2024/25 Policy effective 1 July 2024).

xii. Adopt the Long-Term Plan Consultation Document (inclusive of changes to the Draft Development Contributions Policy) in accordance with section 93A of the Local Government Act 2002.

i. That the Councillor ‘Long Term Plan Working Group’ LTPWG continue for the current Council elected term. The Mayor will decide on membership of the LTPWG. The focus of the LTPWG on behalf of Council, will be on monitoring Council adherence to and delivery of Recommendations v to x. Additionally the LTPWG will focus on Council taking strategic opportunities for better value, cost effective and productive utilisation of Council resources to deliver enhanced wellbeing outcomes in accordance with its Long Term Plan priorities for Hastings District.

CARRIED

The meeting adjourned for afternoon tea at 2.50pm

And reconvened at 3.05pm

The meeting agreed to take item 14 out of order.

14.

2024 Youth Council Appointments to Council Subcommittees

(Document ref 24/90)

Councillor Schollum introduced the report. The Mayor congratulated the Youth Councillors in attendance at the meeting.

Councillor Schollum/Councillor Apatu

A) That Council receive the report titled 2024 Youth Council Appointments to Council Subcommittees dated 18 April 2024.

B) That Council approve the non-voting appointment of the following Youth Council representatives to the following Council Subcommittees and other External Organisations and Working Groups during their term of office with the Youth Council in 2024.

COUNCIL SUBCOMMITTEE/BOARD/GROUP	NOMINATED APPOINTEE/S	NUMBER OF APPOINTEE/S
Civic Development Subcommittee	Keaton Pitcher * Sophie Webber Taylor Bevan	Two Youth Council representatives (non voting) and one alternate (non voting)
District Development	Chris Proctor Bella Bridson Apache Hanara-Ngaheu	Two Youth Council representatives and one alternate (non voting)
Community Wellbeing	Phaizon Parkes Peter Hannah Keaton Pitcher	Two Youth Council representatives and one alternate (non voting)
Hastings District Rural Community Board	Theo King	One Youth Council representative (non voting)
Rural Halls Subcommittee	Theo King	One Youth Council representative (non voting)
WORKING GROUP
Multicultural Strategy working group	Ariel Sajar Savannah Ogborn	Two Youth Council representatives

CARRIED

*Note: there is no alternate position for Youth Council on the Civic Development Subcommittee. Following the meeting it was agreed that Sophie Webber and Taylor Bevan would be the two Youth Council representatives – as Keaton Pitcher was already appointed as a member on Community Wellbeing.

11.

Dog Control Fees 2024/2025

(Document ref 23/489)

Regulatory Solutions Manager, John Payne, spoke to the report and responded to questions from the meeting.

Councillor Kerr/Councillor Dixon

A) That Council receive the report titled Dog Control Fees 2024/2025 dated 18 April 2024.

B) That Council adopt the following dog control fees for the 2024/2025 year.

Category	Fee Paid Before 1 Aug 2024 7% increase	Fee Paid After 1 Aug 2024
Urban	$124 to $132	$185 to $198
Selected Owner	$84 to $90	$126 to $135
Rural	$60 to $64	$90 to $96
Special Purpose	$0	$0

C) That pursuant to sections 37 and 68 of the Dog Control Act 1996, and section 14 of the Impounding Act 1955, Council adopts the following other Animal Control fees increased by 7% where considered appropriate for the 2024/2025 year.

Category	Current Fee	Proposed Fee 2024
Dog Related Fees
Micro-chip Fee	$47.00	$50.00
Relinquishment Fee	$52.50	$56.00
Destruction Fee	$63.00	$67.00
Seizure Fee	$63.00	$67.00
First Impound	$94.50	$101.00
Second Impound	$136.50	$146.00
Third Impound	$194.00	$208.00
Adoption Fee	$278.00	$297.00
Daily Sustenance Fee	$9.50	$9.50
Application Selected Owner	$31.50	$34.00
Application More Than Two Dogs	$31.50	$34.00
Animal Control Hourly Rate	$120.00	$128.00
Vehicle Rate	$0.87	$0.95
Replacement Tag	$6.50	$7.00
Stock Related Fees
Goats	$16:00	$17.00
Sheep	$16.00	$17.00
Pigs	$26:00	$27.00
Deer	$47.00	$50.00
Horse	$47.00	$50.00
Cattle	$47.00	$50.00
Daily Sustenance Fee	Actual Costs	Actual Costs

D) Council notes the Chief Executive will have a Review completed of current Council Policy/s related to fees for management of Dog Control and bring any recommendations back to Council latter in 2024.

CARRIED

12.

Parking Controls

(Document ref 24/62)

Parking Transportation Officer, James Haronga, spoke to the report and responded to questions from the meeting.

Councillor Nixon/Councillor Watkins

A) That Council receive the report titled Parking Controls dated 18 April 2024.

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, that the existing five paid parking P120 parking spaces located 17 metres from the intersecting point of Eastbourne Street West and extending 29.65 metres north on the western side of King Street South become a Clearway Area from 11pm until 6am 7 days a week.

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, that the existing four metered parking spaces located in the Northern Carpark be revoked and replaced with leased parking.

CARRIED

13.

Policy for Freedom of the District and Approval of Charter Parade

(Document ref 24/110)

Principal Advisor: Relationships, Responsiveness and Heritage, Charlie Ropitini, spoke to the report and responded to questions from the meeting.

Councillor Fowler/Councillor Dixon

A) That Council receive the report titled Policy for Freedom of the District and Approval of Charter Parade dated 18 April 2024.

B) That Council adopt the following policies:

· Policy for Granting Freedom of the District of Heretaunga Hastings (Attachment 1).

· Policy for the Custodianship of the 9^th Wellington East Coast Mounted Rifles Regimental Guidon (also contained in Attachment 1).

C) That Council approve the Queen Alexandra’s Mounted Rifles Regiment to exercise Freedom of Entry and laying up (in the Council Chambers) of the 9^th Wellington East Coast Mounted Rifles Guidon with a Charter Parade on Friday 7 June 2024 in Hastings.

D) That Council approve the revision of the Charter wording to include the name of the current Mayor and Chief Executive.

CARRIED

The meeting agreed to take item 16 out of order.

16.

Requests Received Under The Local Government Official Information and Meetings Act 1987 (LGOIMA) Update

(Document ref 24/91)

Manager: Democracy and Governance Services, Louise Stettner, spoke to the report and responded to questions from the meeting.

Councillor Watkins/Councillor Schollum

A) That Council receive the report titled Requests Received Under The Local Government Official Information and Meetings Act 1987 (LGOIMA) Update dated 18 April 2024.

B) That the LGOIMA requests received from 20 February 2024 to 20 March 2024, as set out in Attachment 1 of the report be noted.

CARRIED

15.

Charging Policy for Local Government Official Information and Meetings Act 1987 Requests for Information

(Document ref 24/108)

Manager: Democracy and Governance Services, Louise Stettner, introduced the report.

Group Manager: Strategy and Development, Craig Cameron, Chief Executive, Nigel Bickle and Ms Stettner, responded to questions from the meeting.

Councillor Watkins/Councillor Apatu

A) That Council receive the report titled Charging Policy for Local Government Official Information and Meetings Act 1987 Requests for Information dated 18 April 2024.

B) That Council endorse the Council Charging Policy for Local Government Official Information and Meetings Act 1987 Requests for Information (Attachment 1).

CARRIED

17.

Proposed Amendments To Schedule Of Meetings

(Document ref 24/107)

Councillor Schollum/Councillor Dixon

A) That Council receive the report titled Proposed Amendments To Schedule Of Meetings dated 18 April 2024.

B) That Council adopt changes to the 2024 Schedule of Meetings as follows:

Tuesday 30 April, 8:30am	New Meeting	Extraordinary Council
Thursday 2 May 2024, 9am	New Meeting	Strategy and Recovery Committee
Tuesday 4 June 2024, 2pm (Was Monday 27 May)	Postponement	Rural Community Board
Wednesday 19 and Thursday 20 June	New meeting	Civic Development Subcommittee (Community Grants)
Friday 21 June, 1pm (Was Friday 3 May)	Postponement	Ōmarunui Refuse Landfill Joint Committee
Wednesday, 16 October, 10am	New Meeting	HB Crematorium Committee

CARRIED

18. Minor Items - Ngā Take Iti

There were no additional business items.

19. Urgent Items - Ngā Take Whakahihiri

There were no extraordinary business items.

Recommendation to Exclude the Public from Items 21, 22, 23 and 24

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

Mayor Hazlehurst/Councillor Dixon

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

21 Commercial Transaction

22 Heretaunga House Redevelopment

23 Land Negotiations

24 Iona Urban Development Area Update

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

21 Commercial Transaction

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).

Protect Councils negiotation position and the business information of 3rd parties.

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.

22 Heretaunga House Redevelopment

Section 7 (2) (g)

The withholding of the information is necessary to maintain legal professional privilege.

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).

Protect Council's negotiation position and confidentialty of respondents commercially sensitive information..

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.

23 Land Negotiations

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 acquire land from affected landowner.

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.

24 Iona Urban Development Area Update

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) (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 protect third party commercial contract negotiations.

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

CARRIED

________________________

The meeting closed at 4.03pm

Confirmed:

Chairman:

Date: