Minutes of Ōmarunui Refuse Landfill Joint Committee Meeting

Friday, 21 June 2024

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Ōmarunui Refuse Landfill Joint Committee Meeting

Ngā Miniti
Minutes

Kua Tae ā-tinana:
Present:

Acting Chair: Councillor Chad Tareha (NCC) (Deputy Chair)

Councillors Ana Apatu, Simon Nixon and Kellie Jessup (HDC)

Councillor Richard McGrath (NCC)

Ngāti Pārau Appointee: - Alice Hughes

Kua Tatū:
In attendance:

Group Manager: Asset Management - Craig Thew (HDC)

Waste and Data Services Manager - Martin Jarvis (HDC)

Waste Planning Manager - Angela Atkins (HDC)

Landfill Manager – Chris Morgan (HDC)

Landfill Administrator – Di Reid (HDC)

Landfill Supervisor - Paul Webster (HDC)

Acting Manager, Environmental Solutions – Sarah Bowler (NCC)

Waste Minimisation and Sustainability Officer – Stefni Wilson (NCC)

Management Accountant - Jeff Tieman (HDC)

Health, Safety and Wellbeing Manager - Jennie Kuzman (HDC)

Democracy and Governance Advisor - Christine Hilton (HDC)

1. Apologies – Ngā Whakapāhatanga

Councillor Tareha/Councillor Nixon

That an Apology for Absence from Councillor Fowler (HDC Alternate) be accepted.

CARRIED

2. Conflicts of Interest - He Ngākau Kōnatunatu

There were no declarations of conflicts of interest.

3. Confirmation of Minutes - Te Whakamana i Ngā Miniti

Councillor Nixon/Councillor McGrath

That the minutes of the Ōmarunui Refuse Landfill Joint Committee Meeting held Tuesday, 20 February 2024 be confirmed as an accurate record.

CARRIED

Health, Safety & Wellbeing Update

(Document 24/44)

The Health, Safety & Wellbeing Manager, Jennie Kuzman, spoke to the agenda report and responded to questions from the Committee.

Councillor Apatu/Councillor Jessup

That the Ōmarunui Refuse Landfill Joint Committee receive the report titled Health, Safety & Wellbeing Update dated 21 June 2024.

CARRIED

Nine Month Activity Report

(Document 24/181)

The Waste and Data Services Manager, Martin Jarvis, highlighted and spoke to the main points in each section of the agenda report and responded to questions from the Committee.

Some of the main points that were highlighted in the report, included:

· The need to import clay from alternate source (Paragraph 4.4).

· The advantage of the slip road at the new kiosk (Paragraph 6.4).

· The new tip face and access road (Paragraph 7.2).

· Managing leachate on the site (Paragraphs 8.1 and 8.2).

· Landfill Gas – a second flare installed on the site on long-term lease (Paragraph 9.2).

· Section 11.0 – the numbers of skins / pelts being received on site was now at a manageable level.

· Section 12.0 – the Council had applied for a unique factor which has been granted. Government has released a range of proposed ETS changes and Mr Jarvis has made a submission on behalf of the Council.

· Area “A” – he outlined the process of putting a final cap on an area. This was a costly process.

· Extraction of methane – Messrs Jarvis and Morgan summarised the process and approach they were taking on site, seeing how much gas resulted and setting up a cost plan.

Councillor Nixon/Councillor Apatu

That the Ōmarunui Refuse Landfill Joint Committee receive the report titled Nine Month Activity Report dated 21 June 2024.

CARRIED

Replacement Compactor

(Document 24/183) (Attachment 1 was included in separate Public Excluded Attachment document)

The Waste and Data Services Manager, Martin Jarvis, spoke to the agenda report and responded to questions from the Committee during extensive discussion during this item.

Officers outlined the approach they proposed to take, noting that they had wanted to discuss this with the Committee before starting this process. It was agreed that if the estimates obtained were “materially different” than the guideline amounts outlined in the report , they would come back to the Committee and let members know. Officers noted that the figures set in the report were 2022 prices and it was suggested that the $1.1m figure in the second to last bullet point under Paragraph 5.1 could perhaps be increased to $1.2m to allow for likely changes in price since that date.

Officers were asked to keep the members informed as they worked through the process of looking at costs of a new compactor and possible trade-in of the old machine.

Councillor Tareha/Councillor McGrath

A) That the Ōmarunui Refuse Landfill Joint Committee receive the report titled Replacement Compactor dated 21 June 2024.

B) That the Committee approve the request to purchase a new refuse compactor and that the old compactor be traded-in as part of the purchase agreement or sold separately for the highest price offered.

CARRIED

Reserve Transfer

(Document 24/192)

The Waste and Data Services Manager, Martin Jarvis, and the Management Accountant, Jeff Tieman, spoke to the agenda report and responded to questions from the Committee.

Officers explained that the process referred to in the report was not a straight forward one and could be used by individuals, but not entities. Officers would further consider the “Tyrewise” Scheme and how it could be used by the Council if tyres were received at the landfill site.

Councillor Nixon/Councillor Tareha

A) That the Ōmarunui Refuse Landfill Joint Committee receive the report titled Reserve Transfer dated 21 June 2024.

B) That the Committee approve the request to transfer the remaining funds in the Tyre Reserve to the Leachate Reserve.

CARRIED

Update on Unique Emissions Factor

(Document 24/211)

The Waste and Data Services Manager, Martin Jarvis, and the Management Accountant, Jeff Tieman, spoke to the agenda report and responded to questions from the Committee.

Officers explained they were seeking approval to sell the surplus New Zealand units (NZU) on the spot market. They clarified how the Unique Emissions Factor (UEF) process worked in order to purchase/sell units in this market. Officers would organise an informal session on spot prices so that this process could be discussed in more detail outside this meeting.

Councillor Jessup/Councillor Apatu

A) That the Ōmarunui Refuse Landfill Joint Committee receive the report titled Update on Unique Emissions Factor dated 21 June 2024.

B) That the Committee approve the sale of 106,398 surplus units on the spot market and give the Deputy Chief Executive authority to approve these transactions.

CARRIED

9. Minor Items - Ngā Take Iti

There were no additional business items.

10. Urgent Items - Ngā Take Whakahihiri

There were no extraordinary business items.

Recommendation to Exclude the Public from Item 12

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

Councillor Nixon/Councillor Apatu

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

12 Engagement of Tonkin and Taylor for Landfill Consultancy Services

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

12 Engagement of Tonkin and Taylor for Landfill Consultancy Services

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 the Council to carry out 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 2.30pm

Confirmed:

Chair:

Date: